Human Resources Administrative Assistant
ABOUT THE BJCC
For over 50 years, the Birmingham-Jefferson Convention Complex (BJCC) has served as a premier entertainment destination attracting a broad array of events across a diverse collection of venues. Centrally located in the heart of Birmingham, Alabama’s Uptown Entertainment District, the BJCC campus includes Legacy Arena at the BJCC, the Coca Cola Amphitheater, Protective Stadium, BJCC Concert Hall, over 220,000 square feet of meeting & exhibition space, and City Walk BHAM, a 31-acre public outdoor space with a dog park, pickleball courts, skate park and much more. For more information visit www.bjcc.org.
Summary/Objective
The Human Resources Administrative Assistant provides high-level administrative and operational support to the Human Resources Department while helping ensure exceptional internal customer service to employees, applicants, leaders, and business partners. This role performs a broad range of confidential administrative functions supporting recruitment, onboarding, employee engagement, HR systems administration, training coordination, payroll support activities, compliance administration, and departmental operations. The ideal candidate is proactive, dependable, highly organized, detail-oriented, customer-focused, and capable of managing competing priorities within a fast-paced environment.
Essential Duties/Responsibilities
Demonstrates understanding and full performance ability in each of the following:
- Provide administrative support to the Human Resources team and department leadership.
- Serve as a professional first point of contact by greeting employees and visitors, answering department phone calls, and directing inquiries appropriately.
- Assist employees with HR, payroll, benefits, and policy questions while escalating complex matters as appropriate.
- Coordinate interviews, scheduling, candidate communications, phone screenings, preparing interview packets, pre-employment screenings, and onboarding activities.
- Prepare onboarding documentation, orientation materials, and new hire packets.
- Prepare and mail offboarding documentation including COBRA packets and other benefit related documents.
- Maintain confidential personnel files and HR documentation in accordance with company policy and record retention requirements.
- Assist with HRIS and payroll administration including data entry, auditing information, and report generation.
- Support, coordinate, and facilitate employee engagement initiatives, recognition activities, training programs, wellness events, and department communications.
- Coordinate and manage department calendars for common spaces such as conference and training rooms.
- Organize and record details of meetings, agendas, presentations, and meeting notes.
- Prepare professional business communications, reports, spreadsheets, presentations, and correspondence.
- Support compliance activities including employment postings, separation documentation, and required notices.
- Process departmental purchase requests, reconcile invoices, and proactively maintain department supplies.
- Assist with special projects and continuous improvement initiatives.
- Maintain confidentiality and exercise sound judgment regarding sensitive employee information.
- Orders and maintains company employment compliance posters and information.
- Orders and distributes employee engagement/recognition products.
- Assist with HR communications, including employee newsletter, event information, job postings, and etc.
- Pick-up and distributes mail for facility and maintain supplies for the department.
- Manages and help coordinate competing priorities within the departments.
- Perform additional duties as assigned.
Competencies
Accountability, Interpersonal Skills, Customer Service, Communication, Active Listening, Conflict Management, Initiative, Organizational Skills, Problem Solving, , Strategic Thought, Dependability, Training and Development
Work Environment
This environment is fast paced and moderately demanding. Work is typically performed indoors, in a temperature-controlled office setting.
Physical Demands
Duties require extended periods of sitting. Limited amount of physical effort such as walking, standing, climbing, bending, stooping, squatting, and kneeling. Ability to lift up to 30lbs with or without assistance, while maintaining good balance. Must be flexible enough to reach above shoulder level and be able to push and pull for brief periods of time. Visual acuity, speech recognition, and speech clarity.
Position Type/Expected Hours of Work
This is a full-time position. Normally, Monday-Friday 8:00 a.m. to 4:30 p.m.
Required Education and Experience
- Minimum of two (2) years related knowledge and experience as a Human Resources Assistant or Generalist is strongly preferred.
- High School Diploma or G.E.D, associates or higher preferred with a concentration in human resources, business or public administration.
- Experience with ADP Workforce Now is strongly preferred.
- Notary certification or ability to obtain certification within 90 days required.
- Valid State of Alabama Driver License.
Additional Eligibility Qualifications:
- Ability to strategically and critically think, use good judgment, plan and coordinate programs.
- Ability to anticipate and meet department needs.
- Ability to work ethically and maintain confidentiality.
- Ability to work independently with minimal supervision.
- Experience supporting recruiting, onboarding, benefits administration, and HR operations.
- Demonstrate the ability to provide friendly, professional and exceptional customer service experience.
- Ability to prepare professional business communication documents including memos, letters and emails.
- Strong attention to detail, excellent organizational skills, problem-solving, analytical and decision-making skills required.
- Must possess superb verbal and written communication skills, with the ability to clearly speak and write Business English.
- Ability to build effective relationships, both internally and externally, by representing BJCC in a professional manner in all endeavors.
- Ability to take initiative to provide support, contribute to the success of the team, manage pertinent processes, objectives, projects and is results driven.
- Keeps abreast of Human Resources best practices and changes in applicable federal, state and local laws as well as company policy and procedures.
- Ability to take initiative to self-audit work in an effort to identify/correct potential issues or errors.
- Organizes, plans and manages time effectively to complete assignments and meet deadlines.
- Proficient in general office equipment including but not limited to computer, telephone, copier/fax machine, calculator, etc.
- Strong proficiency in Microsoft Office software including Outlook, PowerPoint, Word, Excel, and Teams.
- Preferred experience with ADP Workforce Now or similar HRIS/Payroll software.
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