Administrative Assistant- Office & HR Support ($16.42/hr.)

Job Description

Job DescriptionDescription:

Administrative Assistant – Office, Information Technology & Human Resources Support

Category/Classification: Full- time -Non-Exempt Reports to: Associate Director of Human Resources

General Summary

The Administrative Assistant – Office and Human Resources Support helps and supports in

clerical and administrative tasks, ensuring administrative staff has adequate support to work

efficiently. Uses technology to produce letters and reports, when needed. Serve as the

administrative assistant to the Associate Human Resource Director. Supports and assists the

Administrative Assistant to the Director in all aspects of his/her work; Prepares Board packets;

adheres to all policies and procedure associated with the library and always maintains

confidentiality.

Essential Functions and Responsibilities

? Composes, produces, duplicates, and distributes memos and other forms of written

communications, as directed.

? Maintains files and records so they remain updated and easily accessible.

? Answers phone in administrative office to take messages or redirects calls to appropriate

administrator.

? Prepares outgoing mail (envelopes, packages, etc.).

? Utilizes office equipment such as photocopier, printers, and computers for word

processing, spreadsheet creation, etc.

? Maintains office supplies by checking stock to determine inventory levels; placing and

expediting orders; verifying receipt; stocking items; and delivering supplies to

workstations.

? Assist in making travel arrangements and booking venues for conferences and events.

? Assists Associate Director of Human Resources by responding to community service

workers; answering phone calls pertaining to employment; and other human resource

duties as assigned.

? Book meeting and conference rooms for Main and RAP when needed.

? Order ID Badges for new hires and replacement badges administration in

establishing and maintaining effective working relationships with other governmental

agencies, civic and community groups, and the public.

? Assist the Human Resources Department in implementing company-wide processes,

protocols, and practices.

? Processes required documents for the business office as it relates to payroll and insurance

providers to ensure accurate record-keeping and proper deductions.

? Provide drug test documentation to new hires and records upon receipt from agency.

? Assist with ordering the Federal and State Labor Law Posters for both locations where

posters are locations.

? Maintain LEU’s issue dates accordingly and record into Paylocity.

? Notify Supervisors/Directors when LEUs are about to expire.

? Work with and assist the ILS Administrator integrated Library system (ILS)

Administrator as needed.

? Reviews, tracks, and documents compliance with mandatory and non-mandatory training,

continuing education, and work assessments. This may include assisting with safety

training, anti-harassment training, maintain Librarian and departmental assistant

professional licensure and certifications.

? Recruits, interviews, and facilitates the hiring of qualified job applicants for open

positions; collaborates with departmental managers to understand skills and competencies

required for openings.

? Conducts or acquires background checks and employee eligibility verifications.

? Implements new hire orientation and employee recognition programs.

? Attends and participates in employee disciplinary meetings, terminations, and

investigations.

? Maintains compliance with federal, state, and local employment laws and regulations,

and recommended best practices; reviews policies and practices to maintain compliance.

? Works in conjunction with the business office to ensure purchase orders paperwork is

submitted in a timely matter.

? Assists the Associate Director of Human with serving as a back-up in other departments

if needed.

? Assist Information Technology in getting rid of paper procedure to transfer all supply

request form to online accessibility.

? Assist Information Technology by obtaining quotes.

? Assist Information Technology with any/all special projects.

? Assist Information Technology with setting up meeting.

? Assist Information Technology with the necessary three (3) quotes to choose from for the

Xerox machine.

? Assist Information Technology with any administrative duties as needed.

? Assist Information Technology set up classes on Tuesday!

? Assist Information Technology by printing out, distributing, and inserting documents to

the students in all different classes.

? Information Technology will train how to upload all forms and redo them into Adobe for

electronic usage.

? Facilitate payment transactions with vendors, including accepting payments and issuing

receipts as needed.

? Experience in customer service or administrative support roles is preferred.

? Knowledge of library operations or experience working with non-profit organizations is a

plus.

? Performs other duties as assigned.

Requirements:

Physical and Mental Requirements

Excellent verbal and written communication skills.

Excellent interpersonal, negotiation, and conflict resolution skills.

Knowledge of human resource laws and best practices.

Excellent organizational skills and must pay diligence.

Excellent time management skills with a proven ability to meet deadlines.

Strong analytical and critical thinking skills.

Ability to prioritize tasks and to delegate when appropriate.

Ability to act with integrity, professionalism, and confidentiality.

Thorough knowledge of employment-related laws and regulations.

Proficient with Microsoft Office Suite or related software.

Proficiency with or the ability to quickly learn the organization’s HRIS and talent management

systems.

Prolonged periods of sitting at a desk and working on a computer.

Must be able to lift fifteen pounds at times.

Must be able to access and navigate each department at the organization’s facilities.

Education, Experience, and Training

? High School or GED required; bachelor’s degree in human resources, Business

Administration, or related field required, preferred.

? At least one year in human resources preferred.

The requirements given above are not intended as exclusive standards for this position.

Additionally, the duties and responsibilities listed are meant to be illustrative of the nature of the

position and do not include all tasks that may be necessary to this job function. Further,

individuals may be required to work in other areas and at different functions than those

described in accordance with the changing needs of the library.