Administrative Assistant - HR

General Purpose of Job  

This position provides administrative support to the human resources staff performing a variety of administrative duties relating to daily Human Resources operations.

Job Specific Competencies

• Communication and Interpersonal Skills: Possess strong business communication skills, both written and verbal, with the ability to accurately prepare office correspondence, reports, manuals, and training materials or presentations. Additionally, they should demonstrate excellent customer service orientation and interpersonal skills, enabling effective interaction with managers, employees, and the public, while exercising sound judgment, discretion, and reasoning in making independent decisions appropriate to their role.
• Administrative and Technical Skills: Strong understanding of administrative procedures, records management systems, form design principles, and general business terminology. Well-versed in modern office practices, with the ability to analyze data, prepare detailed reports, maintain organized filing systems, and support human resources functions in line with established policies and procedures. Proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook is essential. Knowledge of document imaging, office automation, and records management. Capability of learning and utilizing HRIS and other relevant software systems. A high level of discretion and ability to maintain confidentiality, as is the ability to remain calm and effective under pressure. Strong active listening, verbal, and written

communication skills are essential, including proper grammar usage and the ability to produce accurate correspondence, reports, and presentations. Must demonstrate effective planning, organization and attention to detail, with the ability to meet deadlines and work both independently and collaboratively.

• Language Skills: English is the primary business language. Second language in Spanish is desirable.

Verification

The above qualifications and competencies for this position may be verified through a combination of education, experience, interview questions and technical skills exercise(s).

Essential Duties and Responsibilities

This description is intended to indicate the kinds of tasks and levels of work difficulty required of the position given this title and shall not be construed as declaring what the specific duties and responsibilities of any position shall be. It is not intended to limit or in any way modify the right of management to assign, direct and control the work of employees under supervision. The listing of essential duties and responsibilities shall not be held to exclude other duties that may be assigned based on the needs of the cooperative. 

Administrative Duties:

• Perform an array of administrative duties acting on own initiative; organize and maintain electronic files and calendars; scan and store documents; prepare reports, presentations, and other written materials as directed.
• Perform a wide variety of clerical, administrative, and office support duties in support of the Human Resources unit.
• Serve as back-up to the Executive Administrative Assistant to provide administrative support to the Vice President of Human Resources and Corporate Services as needed.

Human Resources Support:

• Provide support with human resources records, electronic and/or hard copy files in compliance with applicable federal and state legal requirements. Prepare files in accordance with record retention guidelines for archive, i.e., recruitment, terminated files, etc.; maintain accurate archive document and storage inventory register.
• Assist with forms maintenance in SharePoint and any HR Document Library, Intranet/HR communications, etc., as directed.

 Emergency Response:

• Assist during emergency response/service restoration activities as directed.