Summary
This position is responsible for providing general administrative support for the Finance and Human Resources departments. Assists human resources with hiring process and records maintenance. Assists Finance with purchasing and accounts payable.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Work with confidential information and maintain discretion.
Maintain Applicant database.
Assist with maintenance of company organizational chart.
Maintain all personnel files to ensure complete and current information on all employees.
Maintain time sheet database and prepare and distribute appropriate reports. Track timesheet timeliness and errors and provide timesheet reminders and notifications.
Assist manager and coordinator with job postings, applicant follow-up letters, orientation packets, letters of hire, COBRA notifications, and other staff notifications, and organizational development and performance improvement activities.
Maintain appropriate Human Resources databases and spreadsheets.
Perform administrative and clerical duties as assigned, including: composing and proofreading letters, memorandums, reports, and forms; answering telephone, taking messages, and screening all calls for Human Resources Manager; opening, sorting, and distributing Human Resources mail; maintaining calendar for the Human Resources manager and assure that complete information is available for all matters; including but not limited to, making and confirming travel arrangements and providing itineraries. Assist with scheduling orientations, exit interviews, and appropriate meetings.
Generate Human Resources reports on weekly, monthly, quarterly, and as-needed basis.
Arrange and participate in meetings as requested; responsible for transcription of minutes and scheduling.
Maintain subscription renewal tracking system.
Responsible for updating and maintaining the Finance Dept. Policy and Procedures Manual.
Assist Finance with processing purchase orders and accounts payable, including vendor invoices and expense reports.
Maintain Small and Disadvantaged Business Utilization Specialist (SADBUS) vendor database related to CMS contract. Prepare semi-annual and annual SADBUS reports and prepare classification letters that are sent to all new and renewed vendors.
Maintain vendor invoice files using batch filing; however there are certain exceptions to batch filings. These exceptions include frequent travelers’ expense reports, board member and senior management expense reports and various other vendors that require frequent review of account activity.
Maintain adequate inventory of office supplies for the Finance and Human Resources departments.
Responsible for the weekly ordering of office supplies company-wide based on departmental requests.
Provide primary back-up coverage for the front desk.
Maintain professional growth and development through seminars and workshops.
Complete timesheets timely.
Perform other duties as assigned.
Supervisory Responsibilities
This job has no supervisory responsibilities.
Competencies
To perform the job successfully, an individual should demonstrate the following competencies: Problem Solving - Identifies and resolves problems in a timely manner; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Interpersonal Skills - Maintains confidentiality.
Oral Communication - Listens and gets clarification.
Written Communication - Edits work for spelling and grammar.
Teamwork - Exhibits objectivity and openness to others' views; Contributes to building a positive team spirit.
Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment.
Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Supports affirmative action and respects diversity.
Judgement - Displays willingness to make decisions.
Motivation - Sets and achieves challenging goals.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Sets goals and objectives.
Professionalism - Approaches others in a tactful manner; Follows through on commitments.
Quality - Monitors own work to ensure quality.
Quantity - Completes work in timely manner.
Safety and Security - Observes safety and security procedures.
Adaptability - Able to deal with frequent change, delays, or unexpected events.
Attendance/Punctuality - Is consistently at work and on time.
Dependability - Follows instructions, responds to management direction.
Initiative - Seeks increased responsibilities.
Innovation - Generates suggestions for improving work.
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
High school diploma or general education degree (GED).
Two year's secretarial experience required.
Finance or human resources experience is a plus.
Language Skills
Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.
Computer Skills
To perform this job successfully, an individual should have knowledge at a proficient (master level preferred) of Microsoft Access Database software; Microsoft PowerPoint Design software; Adobe Acrobat software; Human Resource systems; Internet software; Payroll systems; Microsoft Excel Spreadsheet software; Microsoft Visio software, and Microsoft Word Processing software.
Other Skills and Abilities
Must have knowledge of 10 key/adding machines.
High degree of accuracy and ability to preserve the high degree of confidentiality associated with this department.
Must possess excellent organizational and interpersonal skills.
Excellent verbal and written communication skills.
Must be able to work Monday thru Friday, 8:30 a.m. to 5:00 p.m.
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.
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; walk; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
Administrative Assistant, Finance and Human Resources