HR Admin

Human Resources Administrative Assistant 

Position Overview:

The HR Administrative Assistant plays a crucial role in supporting the Human Resources Department while also managing the front desk reception duties. This individual will assist with a variety of HR-related tasks, including recruitment, onboarding, employee relations, and administrative support, all while serving as a first point of contact for visitors and callers.

Key Responsibilities:

Receptionist Duties:

• Answer the main phone line, providing excellent customer service to callers.
• Greet and assist visitors, ensuring a welcoming experience.
• Sort, prepare, and deliver incoming and outgoing mail, including UPS packages.

Human Resources Support:

• Manage the Applicant Tracker by printing and tracking incoming applications and resumes, forwarding to the Sr. Recruiter, and scanning/coding candidates not selected.
• Ensure new hires receive welcome boxes with necessary tools, equipment, manuals, and company gear.
• Audit new hire paperwork for accuracy and completeness, submitting to payroll for processing.
• Process and submit WOTC forms to the Department of Workforce Development (DWD).
• Track and report EEOC and Affirmative Action data as required.
• Monitor the new hire follow-up process and update feedback reports.
• Create and maintain employee personnel files, including CDL driver files.
• Process employee information changes (e.g., address, phone, direct deposit, tax status) and terminations.

Administrative Duties:

• Maintain and update the Employee Directory and Phone List, distributing updated versions weekly.
• Ensure an ongoing supply of orientation materials, insurance forms, and safety documentation.
• Create and update training reports for all Training Managers as requested.
• Track and update the employee Birthday/Anniversary calendar.
• Send cards and/or gifts for employee events (birthdays, hospitalizations, births, etc.).
• Distribute benefit enrollment packets for new hires and during open enrollment periods.
• Coordinate and schedule employee travel, providing all necessary travel information.
• Manage the vacation calendar, preparing and distributing weekly schedules.
• Maintain an inventory of office supplies, notifying Payroll when stock is low.
• All other duties as assigned or requested by the HR Manager.

Qualifications:

• Previous administrative or HR experience is preferred.
• Proficient in using multi-line phone systems and managing high-volume calls.
• Valid Driver’s License and acceptable driving record (with insurance).

Required Skills & Abilities:

• Customer Service Excellence: Ability to handle sensitive situations with professionalism, courtesy, and discretion.
• Communication Skills: Strong written and verbal communication skills for interacting with employees, candidates, and external parties.
• Technical Proficiency: Solid knowledge of Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Detail-Oriented: Able to manage multiple tasks and responsibilities efficiently with a focus on accuracy.

Work Environment:

• Office-based, working at the Corporate Office in a controlled and professional environment.

The above statements are intended to describe the general nature and level of work being performed by the employee assigned to this position. They are not to be construed as an exhaustive list of all job responsibilities and duties performed by personnel so classified.

Holtger Bros., Inc. is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Holtger Bros., Inc. will provide reasonable accommodations to qualified individuals with disabilities and encourage both prospective and current employees to discuss potential accommodations, as necessary.