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Company Name : Easter Seals Southern Georgia
Location : Albany, GA 31701
Position : Human Resources Administrative Assistant
Job Description : This is a Full time positionHourly rate-$14.00Working hours for this position will be as follows: 8am to 5pm Monday through Thursday and 830am to 12pm on Friday.Job Summary: Provide administrative support to the Human Resources Department including greeting, screening and directing visitors and calls to the department as well as recording personnel data and specific reporting requirements for HR information. Will also serve as a rotating member of the on-call scheduling coordinators group which will require after hours and weekend availability by phone.Job Duties & Responsibilities: ? Operate telephone switchboard to answer, screen or forward calls, providing information, taking messages or scheduling appointments as backup support for the receptionist.? Greet persons entering department, determine nature and purpose of visit to either address need or check availability of requested contacts and direct or escort them to specific person to satisfy requests.? Restrict access to persons as needed to prevent passage of visitors into other work areas.? Provide employee related status updates by the 5th of the month for the previous month’s work via report to the Director of Human Resources including but not limited to TB screening and licensure reporting.? Update employee records with current TB results, licensure requirements and certifications.? Document corrective disciplines on appropriate employee records and file accordingly.? Perform employment verifications as requested.? Process records requests for employees needing information from their files.? Create employee ID badges for all new staff and replacement badges if requested.? Assist with processing of personnel change notices for any changes related to wages, job status, department transfer, supervisor change or other employment changes to maintain and update personnel records.? Coordinate and distribute all awards for the Employee Recognition Program.? Coordinate and update calendars for meeting rooms as days and times are requested.? Perform administrative support tasks, such as proofreading, transcribing handwritten information; prepare memos, correspondence or other documents.? Conduct 4 employee file audits monthly. Share audit results with all HR Department staff to review findings and correct changes as needed.? File and maintain records for the Finance and Human Resources Departments including correspondence, invoices, receipts and other records in alphabetical or numerical order or according to the filing system used. Purge and remove files as needed.? Assist HR Assistant, Training Coordinator and Director with employee records and special projects as needed.? Find and retrieve information from files in response to requests from authorized users including but not limited to auditors, managers and investigators.? Scan or read materials to determine how and where they should be classified or filed.? Sort or classify information according to guidelines, such as content, purpose, user criteria or chronological, alphabetical or numerical order.? Transmit information or documents using computer, mail, or fax machine.? Collect, sort, distribute, or prepare mail, messages or courier deliveries.? Place documents or other materials into storage receptacles, such as file cabinets, mail boxes, bins or drawers according to identification information.? Assist with operation of telephone system, screen or forward calls, providing information, taking messages or scheduling appointments.? Answer inquiries and provide information to the general public, customers, visitors and other interested parties regarding activities and services conducted by our agency and provide information related to location of departments, offices and employees within the organization.? Follow Health Insurance Portability and Accountability Act (HIPAA) privacy rule to insure protected health information is secure? Maintain confidentiality and privacy of other information and knowledge received.? Maintain knowledge and understanding of Easter Seals Southern Georgia policies and procedures.? In the absence of Administration Department staff, assist with duties and responsibilities of these positions.? All other duties as assigned.Essential Functions: ? Ability to bend, stoop and physically maneuver to organize documents and files.? Ability to lift, push and pull a minimum of 50 pounds.? Use of technology and office equipment including: telephone switchboard, computer, email, Microsoft Office Suite, fax, printer, postage machine, copier, scanner, and records management systems.? Availability for on-call rotation specific to the task of personnel scheduling for week day after hours and weekend needs.Job Specifications (Characteristics to perform successfully): ? Exhibit a high level of customer service with accurate response and follow through for inquiries.? Possess careful attention to detail and accuracy to properly manage records.? Develop and maintain positive and productive relationships with staff, visitors and other contacts.? Ability to manage time effectively.? Exhibit extensive organizational skills.? Ability to communicate information and ideas in writing so others will understand.? Ability to work in a high-paced work environment.Minimum Qualifications: ? High School Diploma or approved equivalency certificate.? 3 years administrative support experience.? Human Resource experience preferred.Job Type: Full-time
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