Human Resources & Office Administrator

Position Description

Responsibilities and Competencies (The list / description below is not intended to be exhaustive)

Accountable for:         Accountable for overseeing time and attendance of all employees and the facilitation of recruiting and onboarding, benefits, disciplinary actions, and other general human resources duties.

Accountabilities and relevant controlled documentation pertained to this work stations have been defined according with the Training Matrix. 

Safety

1. Consciousness:  Remain, at all times, conscious of safety and adhere to the protocols and safety policies and the best practices. 
   • Support all areas of operations by assisting with the organization of safety training to meet employees’ needs, and that training is accurately delivered and tracked.
   • Support operations leadership regarding all equipment, including guards and PPE and first aid, are available, adequate, in repair, and used. 
   • Response:  Ensure all accidents are addressed immediately, and then reported according to protocol.  Ensure all follow-up to accidents is completed and documented.  Ensure that collaboration between management and safety representatives occurs in a timely manner.
   • Ensure that all FIRST AID KITS are stocked.
2. Workers’ Compensation:  Maintain compliance with all postings.
   • Ensure that First Report packets are available to all personnel.
   • Record all workers’ compensation incidents and report them to the HR at headquarters.
   • Maintain communication with medical providers to ensure compliance with safety rules:  drug testing, restricted duty options, etc. 

Team                                                                                                                           

1. Collaboration:  Communicate and work jointly with others to achieve best-in-class results through aid and support which allows for achievements over and above what only one worker could do.
2. Flexibility:  Perform any other work assignments as directed by a supervisor or manager.       
3. Respect:  Self-manage own behavior and act professionally with colleagues and customers so to maintain a highly desirable culture in which to work and do business.                                                                                                                                                                                                                                                 

Excellence

Office Support, Control, & Management                     

1. Reception:    Maintain and monitor a consistent office environment with professionalism and customer-service (internal and external) focus.                                                                              

• Answer phones; address guests – according to standard processes and security protocol.

• Make orders for office supplies and other products as designated by direct supervisor or a Manager.
• Secure the reception area so that security is not breached.                 

1. Shipping & Receiving Support:  Assist the Office Supervisor and shipping & receiving department via data entry, files management, and other duties as designated by direct supervisor or a Manager.                        

• Maintain close contact with common vendors.  
• Respond to customer and supplier inquiries about order status, changes, or cancellations.

1. Production: Create and maintain production work orders                                                     
2. Communication and Coordination:  Maintain critical information flow between all departments regarding the ancillary items and details of office operations pertinent to the needs of the related department.          

• As requested, devise and deliver effective communication between the necessary people and groups.                                                                                                                    

Human Resources

1. Onboarding:  Complete the onboarding process for all employees. 
   • Prior to hiring on, send employees to Occupational Health Provider for physicals/drug screens and order their background checks.
   • Facilitate completion of new hire documents (i.e. I-9s, W-4s, Direct Deposit Authorization, Receipt of Handbook Acknowledgment, Receipt of Benefits Information Acknowledgment, Workers’ Compensation Acknowledgment, etc.)
   • Complete E-Verify within 3 days of hire date.
   • Order equipment, PPE, etc., as approved by status and position or direct supervisor.
     1. Maintain, and/or support, all vendor relationships with equipment and PPE.
   • Enter and submit new hire information in TimeClock Plus and via eAction notices in HRIS (ExponentHR).
     1. Set up use of pay cards for those without banking information.
   • Orientate new employees.
2. Recruiting:  Administer recruiting efforts and employment applications / inquiries in a manner which projects CENTRIC PIPE being a world-class manufacturer and, therefore, an employer of choice. 
   • Process flow control including following all best practices.
   • Place advertisements, coordinate interviews, and manage the selection process over and above interviewers so that the process is controlled. 
   • Build relationships with local technical colleges in order to develop new source of candidates.
3. Disciplinary Action & Attendance Management:  Maintain accurate records.  Ensure fair and consistent practices by different managers and supervisors.
   • Communicate and maintain the attendance point records.
4. Terminations:  Follow all set procedures and equipment collection for terminated employees. 

• Process termination in TimeClock Plus and via eAction Notices in HRIS (ExponentHR).
• Ensure return of employee uniforms.

1. Employee File Management:  Maintain employee records including, but not limited to, disciplinary action documentation, safety, and other performance related data.
2. Timekeeping: Resolve all discrepancies with employee punches in TimeClock Plus. Manage and communicate final approvals on hours worked for payroll purposes.
3. Benefits:  Maintain benefits enroll documents and communicate information to HR at headquarters. Inform employees on benefits options and assist in election process.
4. Postings Management:  Manage and update appropriate posting of information including mandatory postings required by law.

Ethics

1. Compliance:   Comply with rules and regulations on the job, including but not limited to, signage, handbook rules and policies, and generally acting with good conduct.                                                               
2. Work Ethic:  Demonstrate pride, and work safely but also diligently to achieve results in a timely manner.  Take pride in a job-well-done and a good product being delivered to our customers.                                
3. Timeliness:  Use time in the most productive way.  Record time in and out appropriately and according to rules; act conscientiously with time and not wastefully.                                                                               

Leadership

1. Project Management:  Undertake initiatives by identifying a need and potential return on investment.  Undertake projects at the discretion of management.
   • Report progress to management so that management is regularly informed and is able to advise. 
   • Track and/or record key knowledge learned which may add value to the project or future projects.
   • Request or directly acquire the resources needed to support projects’ progress towards outcomes and milestones. 
   • Results:  Bring projects to fruition.

Qualifications and Essential Functions

Education/Certification:           A plus to have an Associate’s Degree or higher in HR, Business, Accounting, or related, and will be considered if paired with at least 1 year of relevant experience

Experience Required:                   3-5 years of experience in human resources in an administrative capacity 

Skills/Abilities:                               Strong interpersonal skills with ability to both serve internal customers while influencing others in a highly demanding and competitive environment.

                                                            Ability to manage and cope with intense speeds and high levels of frustration, and manage schedule so that time differences and fulfillment of orders occurring outside normal business operations are handled.

                                                            Thoughtful and methodical in completing and managing processes so to ensure accuracy in real time.

                                                            Ability to operate relevant computer applications, proprietary software after training, and related business equipment without assistance.

                                                            Ability to self-manage and maintain an effective and efficient workflow.

                                                            Ability to read and write in English for the purpose of learning, following, and teaching proper SAFETY HANDBOOK materials and other productions procedures.

TRAVEL:                                              Ability to travel, occasionally and generally locally, by any methods as directed by the Company, for purpose of face to face interaction with internal and external customers. 

ENVIRONMENTAL:                            Ability to work effectively in an office setting using, but not limited to, filing systems, computer systems, applicable software, lifting items of nominal weight, etc.

Status

CLASSIFICATION:                               Full time – permanent / Hourly / Non-Exempt