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HR Administrative Assistant

Job Summary

The Administrative Assistant supports the Waterford location and the Human Resources Department coordinating meetings, answering phone calls, receiving visitors; managing incoming and outgoing mail, and managing clients inquires.

Essential Responsibilities

Performs clerical and administrative duties to support the Human Resources Departmental operations.

Answers incoming calls and directs them to the appropriate staff member and/or department.

Always keep the Waterford reception area attended.

Composes letters, reports, memos, and other documents using the computer.

Greets all visitors, determines their needs and directs them to the proper person and/or department.

Classifies and distributes the incoming and outgoing mail, courier services materials.

Prepares and receives daily interoffice mail (incoming/outgoing) in respective bags.

Keeps current the Department personnel assistance and punctuality information.

Coordinates and maintains conference room reservations and calendar for meetings.

Notifies appropriate departments of any delivered packages or supplies that require immediate attention or action.

Disseminates information by phone call making, mail services, and electronic mailing, in compliance with the corporation guidelines and procedures.

Responsible for the interview scheduling process.

Ensure interview process runs smoothly and coordinates the on-site interview process flow.

Assists other departments as requested or assigned clerical work, without creating a conflict with other essential responsibilities of this position.

Ensure New Hires are greeted and escorted to HR for orientation or the Hiring Manager upon the first day or work.

Assists with special projects for Human Resources Department.

Maintains a log of visitors daily and provides proper badge ID for visitors, if applicable.

Assist with validation of garage parking tickets for visitors

Retrieve mail from the Waterford main mailing box.

Always maintain reception area esthetically to receive and welcome customers.

Assist with company events communications and business lunches, which includes ordering, picking up and setting up food.

Responsible for decorating area as needed in observation of special and/or seasonal events

Change of the tapes daily for MIS.

Turn on/off TV in front lobby daily or as necessary.

Maintain confidentiality of the information related to employee communication, files and database.

Independence of Judgment

The degree of judgment is related to the compilation and/or presentation of simple information that could be provided to customers and visitors.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Impact of Errors

The impact of errors of this position could affect job activities; departmental activities; and other departments’ activities or external service.

Competencies

Comprehend English and Spanish

Interpersonal communication skills

Knowledge of administrative and clerical procedures such as word processing systems and filling

Excellent organizational skills

Strong user of MS Office products (i.e., Word, Excel, PowerPoint, Visio)

Strong customer service interface

Strong administrative skills

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Specific vision abilities required by this job include close vision and distance vision. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand and walk.

Work Environment

Employees performing this job work on an office environment with a comfortable room temperature, good lighting, and quiet conditions.

Minimum Requirements

Associate Degree in Business Administration, Secretarial Sciences or Office Administration and one to two years of experience.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not indented to be an exhaustive list of all responsibilities, duties, skills required of personnel so classified. The reporting relationship may not reflect the most recent changes to the corporate reporting structure.

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