Administrative Assistant - Job# 933

SCOPE: Performs complex administrative, secretarial and clerical work for Director-level staff.

SUPERVISION: Works under supervision of Director-level staff.

EXAMPLES OF DUTIES: (These are examples of the types of duties that may be performed. Additional duties may be added.)

1. Manage the HR Director’s calendar, facilitates schedule meetings and appointments, calls and requests, coordinate agendas and materials, track follow-ups and deadlines, and assist with correspondence and presentations.

2. HR Department Coordination: Maintain the department calendar and coordinate HR meetings, training courses, employee events, benefits fairs, and other department-wide activities. Independently composes and formats correspondence.

3. Purchasing & Financial Administration: Prepare and track purchase orders, invoices, contracts, and purchases; reconcile HR expenditures against the department budget; research discrepancies; and maintain supporting documentation.

4. Prepare technical documents, such as spreadsheets and databases creating complex reports.

5. Vendor & Contract Administration: Maintain vendor files and agreements, track renewals and expiration dates, coordinate invoices and documentation, and alert leadership to upcoming deadlines.

6. Employee Events & Engagement: Coordinate logistics for employee recognition activities, engagement events, training courses, benefits-related events, and other HR-sponsored activities.

7. Meeting & Committee Support: Prepare meeting materials, take minutes/action notes as needed, maintain action-item trackers, and follow up on outstanding deliverables.

8. Reporting & Presentation Support: Compile routine HR information and reports and assist with materials for executive leadership, Board/committee meetings, and department presentations.

9. Records & Document Management: Maintain confidential HR administrative files, policies, contracts, department records, and other documentation in accordance with retention and confidentiality requirements.

10. Department Operations: Manage supplies, subscriptions/licenses, facilities and IT requests, shared calendars/resources, and other administrative needs of the HR department.

11. Project & Deadline Tracking: Maintain department-wide projects, deliverables, and deadline trackers and proactively follow up with responsible team members. Performs specialized administrative projects, ensure that department deadline and commitments are met.

12. Special Projects: Provide administrative and project support to the HR Director for policy and handbook implementation, audits, employee initiatives, organizational projects, and other priorities.

13. Manage and monitor the Human Resources inbox, ensuring inquiries and requests are reviewed, routed, and responded to accurately and professionally within established organizational timelines.

14. Provides back-up support for Executive Secretary and other staff.

EMPLOYMENT GUIDELINES:

Knowledge: Advanced computer skills in word processing, spreadsheets and database management; English grammar, syntax and spelling.

Skills:Accurate rapid typing; Customer service; Communicating complex policies and procedures; Researching, compiling and preparing reports; Work tracking; Working independently and cooperatively with a variety of in-house and community sources and representatives; Working effectively with diverse groups of people.

Confidentiality: Handle sensitive personnel, employee relations, labor relations, and organizational information with a high degree of discretion.

Education & Experience: 

Any combination equivalent to or likely to provide the required knowledge and skills is qualifying. A typical way to obtain knowledge and skills would be:

High school diploma or equivalent required; associate degree or higher preferred.

Two (2) years of progressively responsible administrative support experience, including at least one (1) year providing direct support within a Human Resources department or performing HR-related functions.