Kelley Automotive Group Administrative Assistant

Department: Administrative

Reports to: Human Resources Manager

Functions: Responsible for performing HR-related duties on a professional level and working closely with senior HR management. This position’s focus will be assisting HR management with specialty projects, recruiting, hiring and administrative needs.

Responsibilities and Authorities:

• Assist the HR Manager with specialty projects as instructed and provide administrative support.
• Assist the HR Manager with the Applicant Tracking System as needed:
  • Review applications and send them to the appropriate hiring manager.
  • Assist in getting consent forms completed for the screening process for new hires as directed by the HR Manager.
  • Generate background checks and motor vehicle reports as directed by the HR Manager.
• Responsible for maintaining full confidentiality on all Human Resources related matters including personnel information, progressive discipline, pay plans, and investigations.
• Assist in the talent acquisition process which includes:
  • Schedule and attend all recruiting events throughout the year.
  • Conduct first-round interviews with applicants.
  • Understand skills, competencies, hours, and wage required for openings.
• Responsible for gathering and creating new hire training material as instructed.
  • Responsible for conducting new hire orientation for all Fort Wayne and Decatur new hires.
• Responsible for managing the Kelley intranet.
  • Responsible for creating Kelley intranet content each month and scheduling articles for the appropriate dates.
  • Responsible for maintaining the intranet calendar.
• Responsible for inputting/maintaining the new hire training calendars.
• Responsible for managing the YES Indiana program when onboarding minors.
  • Responsible for auditing for new hires and terminations.
• Responsible for ordering business cards for the Group.
• Assist with internal audits of the Group’s policies and processes.
  • Assist with policy creation.
• Assist the HR department with creating and maintaining HR initiatives.
• May create presentations for HR or other members of top management.
  • Research new topics for monthly HR meetings, power points, policies etc.
• Responsible for coordinating new hire photos with the Digital Content Creator and uploading them to the Kelley websites.
  • Responsible for auditing the Kelley website pages i.e., new hire photos, termed employees’ photos, outdated content etc.
• Responsible for checking the Anonymous Suggestion Boxes monthly and inputting suggestions in the appropriate HR Path Forward filing system/spreadsheet.
• Responsible for coordinating luncheons for HR related training and other events.
• Assist in the creation of the Quarterly Manager newsletter.
  • Responsible for the design and content creation.
• Implement and support continuous improvements with digital tools to assist the department to work more effectively.
• Will actively be involved and assist in the coordination of community and company activities, events, and initiatives.
• Provide support and guidance to Kelley managers and employees.
• Any other tasks deemed necessary by Management.

Qualifications:

High school diploma or equivalent required. Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint, is required. Experience using Canva, Google Forms, Adobe products, or similar digital platforms is highly desirable. Candidates should be comfortable learning and utilizing new software and technology tools as needed. Must be able to handle confidential information with professionalism and discretion. Strong written and verbal communication skills are required, along with exceptional attention to detail and proofreading abilities. The ideal candidate will possess excellent organizational and time management skills, be able to manage multiple priorities, and work effectively under deadlines. A valid driver’s license and a good driving record are required.

Working Conditions:

This job operates in a professional office environment. Will work at a desk in an office setting for most of their shift. Will work with a computer and organize paperwork. May stand, stoop, lift, kneel, crouch or reach during the shift. Travel between each rooftop, including to the Decatur campus is expected for this position.

NOTE:

THIS IS NOT NECESSARILY AN EXHAUSTIVE LIST OF THE RESPONSIBILITIES, SKILLS, DUTIES, REQUIREMENTS, EFFORTS, WORKINGCONDITIONS ASSOCIATED WITH THIS POSITION. WHILE THIS LIST IS INTENDED TO BE AN ACCURATE REFLECTION OF THE CURRENT JOB, THE DEALERSHIP RESERVES THE RIGHT TO REVISE THE FUNCTIONS, DUTIES AND REQUIREMENTS OF THE JOB OR TO REQUIRE THAT ADDITIONAL OR DIFFERENT TASKS BE PERFORMED WHEN CIRCUMSTANCES CHANGE.

I, the undersigned, understand and have carefully read the contents of this job description. I understand the responsibilities, requirements, and duties expected of me. I ALSO UNDERSTAND THAT THIS JOB DESCRIPTION DOES NOT CONSTITUTE A CONTRACT OF EMPLOYMENT, NOR ALTER MY STATUS AS AN AT-WILL EMPLOYEE. I have the right to terminate my employment at any time, for any reason, and the dealership has a similar right.