Human Resources Administrative Assistant

Job Brief

Join our Human Resources team today as a Human Resources Administrative Assistant!

Job Title: Human Resources Administrative Assistant

Department: Human Resources

Reports To: Human Resources Supervisor

Come join our team as a Human Resource Administrative Assistsant! We started with pastries handmade by Lois and Lloyd Martin inside of a garage and we have boomed into a multi-facility company where our many products are producted by machines and shipped domestically and internationally. Talk about a rich history and exciting future! As an employer of choice, we offer physical, emotional, financial, and professional benefits including 401K, disability insurance and paid holidays.

Summary: As part of the Martin's family of employees, the Human Resources Administrative Assistant is responsible for front-line customer service with employees & outside contacts (applicants, vendors, etc.) and administers key administrative functions within the HR team. This individual must be able to handle sensitive information confidentially, have great organizational skills, and be able to multi-task/be flexibility to handle changing duties throughout the day.

Essential Duties and Responsibilities: include the following. Other duties may be assigned.

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  Responsible for assisting walk-in employees with questions, as well as monitoring our HR email box, taking call center calls, and monitoring voicemail box items. If unable to resolve inquiry, distributes to appropriate team member to assist through HR issue tracking system and other communication means necessary.
• Receives, sorts and distributes mail and faxes as needed to appropriate team members.
• Maintains all employees records, both electronically and documentation required to be hard copy.
• Assists with the distribution of company-wide communications, both electronically and hard copy/mailings as needed.
• Manages company’s Drug & Alcohol program including ensuring completion of pre-employment, random, and additional screenings as needed as well as reconciling invoices and results related to the testing.
• Assists with the company’s pre-employment and ongoing DOT/Non-DOT physical program process.
• Coordinates and is responsible for maintaining meeting minutes for departmental staff meeting or other company meetings as requested.
• Assists in meeting with employees to enroll for company benefits, including assisting in annual open enrollment as needed.
• Prints/prepares badges as needed for new hires, replacement badges, contractors and temporary workers.
• Reconciles invoices for various HR functions such as temporary services, employee benefit programs, etc.
• Maintains employee appreciation programs such as Christmas gift distribution, birthday cards, anniversary/retirement presents, etc.
• Coordinates luncheons/events related to HR initiatives including ordering food/decorations/additional materials needed, setting up room and facilitating day of preparations.
• Manages company store with third party vendor(s) for company apparel and accessories as well as maintaining any in-house inventory that may be for sale.
• Facilities HR audits as needed including filing system audits (I-9, Driver Qualification files, etc.) and bulletin board compliance audits.
• Orders, receives, and maintains office supplies such as badges, lanyards, etc.
• Prepares and receives purchase orders for department as requested.
• Manages components of DOT compliance such as annual record checks, issuing updated Federal Motor Carrier books, maintaining driver qualification files and the driver record monitoring system.
• Completes back-end processes to support weekly new hire orientations ensuring a seamless onboarding experience for incoming employees.
• Assists on-site visitors with wifi access as needed.
• Manages intranet (Sharepoint) file systems as needed including archiving old files/documents as needed.
• As company/department needs change adjustments may be made to current responsibilities or duties may be added/removed as needed.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

• High School Diploma or GED;
• One year certificate from college or technical school;
• Six months to one year related experience and/or training; or
• Equivalent combination of education and experience.

Language Skills:

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills:

Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance.

Reasoning Ability:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills:

• Advanced skills in Microsoft suites including Word, Excel, Powerpoint and Outlook.
• Experience with HRIS systems required-UKG and Oracle E-Business Suites experiences preferred.
• Experience with Sharepoint preferred.
  

Certificates, Licenses, Registrations:

Other Knowledge, Skills and Abilities:

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit and use hands to finger, handle, or feel. The employee is frequently required to talk or hear. The employee is occasionally required to stand; walk and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

We are an Equal Opportunity Employer (EOE)