What are the responsibilities and job description for the Human Resources Assistant position at Scotland Memorial Hospital?
The HR Assistant will perform a variety of complex administrative and secretarial duties in support of the operations of the Human Resources Department including recruitment/employment programs, special events planning, recordkeeping, information management, and payroll interface.
Job Duties and Standards:
- Cordially greets visitors to the Human Resources Department as soon as they enter the office. Receives incoming phone calls, answers inquiries and provides information or refers to appropriate staff members. Phone is answered within 3 rings. Gives information on job vacancies to applicants.
- Cordially gives instructions and answers questions regarding completion of on-line application process.
- Prepares special and annual reports/associate letters within designated time frames. Submits Anniversary Date Report one week prior to beginning of month.
- Maintains basic follow-up system for own use and brings those items that require follow-up to the appropriate manager’s attention.
- Orders all necessary supplies for the department and assists in the care and maintenance of department equipment and supplies.
- Sorts and distributes incoming mail, and prepares and delivers outgoing mail. Reviews mail and takes action to dispose of those items of a routine or repetitive nature.
- Types and distributes reports, correspondence, and other documents as required.
- Completes paperwork for new hire files in a timely manner. Assists with new hire process including file set-up, criminal background checks, ID badges, computer input, and personnel filing. Ensures that required and applicable forms are present in the file.
- Processes terminations within two working days of receipt of final paperwork. Prepares employee file for termination status.
- Processes status changes weekly. Processes appropriate changes at this time.
- Files employee information by Friday of each week, or as time allows. Ensures proper up-to-date maintenance of employee files and furnishes confidential information as needed for audits and other purposes in accordance with legal requirements.
- Assists with special events as needed.
- Assists the Employment Manager with reference/background checks of potential candidates for employment.
- Assists the Employment Manager with scheduling interviews, coordinating interview agendas, and assisting with facilitation of the interview process to include reserving interview space, preparing interview packets, etc.
- Assists the Employment Manager with ongoing verification of licensure/certification on a monthly basis, ensuring that verification of current licensure/certification are obtained prior to expiration date. Hard copy evidence of verification is kept on file.
- Assists with special projects and other duties as assigned.