PRINCIPAL RESPONSIBILITIES: Direct all administrative support functions in the Human Resources department. Under general supervision of the Chief Human Resource Officer, performs a variety of complex, responsible and confidential secretarial and administrative duties requiring a thorough knowledge of organizational procedures and precedents; perform routine clerical, administrative and secretarial duties in support of multiple departments. The Executive Assistant must be able to work independently, maintain strict confidentiality, and demonstrate diplomacy, mature judgment, and initiative.
Principal responsibilities include:
Screens visitors, telephone calls, and mail directed to the Chief Human Resource Officer. Anticipates the needs of the office and the daily activities by independently researching and developing the appropriate documents necessary for meetings; determining the priorities of issues and problems. Independently responds to letters and general correspondence of a routine nature. Reviews all documentation for consistency, grammar and spelling. Transcribes notes for letters, memos, reports and minutes as related. Effectively compose and revise Human Resources policies and procedures. Prepares materials in final form from very rough and involved drafts which may utilize frequent use of technical terminology and which combine materials from several sources. Maintains appointment schedules and calendars, makes travel arrangements and arranges meetings, gathers information and contacts meeting participants. Operates general office equipment such as personal computer, copier, calculator, fax or other office machines. Provide administrative support to department Chiefs as necessary and as directed by the CHRO. Manage work in a confidential manner, ensuring information is shared with internal and external individuals as appropriate. Will perform other administrative support duties as assigned. ESSENTIAL FUNCTIONS OF THE JOB Preparing reports, correspondence and written materials utilizing word processing and other personal computer programs. Proofread and redline work for accuracy of copy, format, grammar, punctuation and syntax. Copy, distribute, send (electronically and/or via mail, courier or express service), file and otherwise handle completed work. Proactively monitor and respond to phone calls, e-mails, and other correspondence in a timely and efficient manner. Determines the nature and purpose of inquiries, and communicate messages and pertinent information with professionalism. Assure that the CHRO is aware of time sensitive matters, conflicts, or required actions. Maintains organization charts. Creates and maintains effective filing systems. Creates, submits, and tracks to completion applicable verifications of employment, new hire and training requests and other documents as directed. Ensures applicable employee timesheets are approved per payroll timelines. Works with leadership to develop and submit monthly update reports and documents per schedule or direction. Acts on and/or composes and responds to correspondence on behalf of direct manager as directed. Answering telephone, directing inquiries to appropriate parties and taking messages. Transcribing information from dictaphone or notes into a word processor and preparing finished documents. Copying, faxing, and distributing documents through mail or in person. PHYSICAL REQUIREMENTS Constant and close visual work at desk or computer. Constant sitting and working at desk. Constant data entry using keyboard and/or mouse. Constant use of telephone headset. Frequent verbal and written communication with staff and other business associates by telephone, correspondence, or in person. Frequent lifting of folders and other objects weighing between 0 and 30 lbs. Frequent walking and standing. Occasional driving of automobiles. Number of Employees Supervised: 0 MINIMUM QUALIFICATIONS: EDUCATION OR TRAINING EQUIVALENT TO: College Degree (BA/ BS preferred). Human Resources Certificate or Certification (Strongly Preferred) MINIMUM YEARS OF ADDITIONAL RELATED EXPERIENCE: Three to five years related administrative experience. Three years of recent human resources experience SPECIAL QUALIFICATIONS (SKILLS, ABILITIES, LICENSE): Proficiency in correct English usage, grammar and punctuation. Maintain a high level of professionalism and strict confidentiality. Ability to comprehend and follow written and verbal instructions. Ability to work in cooperation with others. Exercise mature judgment and maintain confidentiality is a must. Knowledge of modern office methods and procedures, equipment and filing systems. Experience in use of computer system software such as MS Word, Excel, Access and Outlook, Visio, PowerPoint. HRIS experience Serves as back up to recruiters with job description development; reviews new request; ensures content is consistent with AAH policy; ensures title is consistent with the current wage/grade table; works with HR Manager for grade assignment. Initiates communication for documentation for new positions and employee changes including data entry when required. Other recruiting functions as assigned. Ability to work in cooperation with others. Ability to handle multiple projects simultaneously. Excellent telephone manner. Proficiency with advanced telephone functions, including conference calling and voicemail. Ability to type at least 70 words per minute with accuracy. Thorough familiarity with human resource terminology pertinent to general legal concepts and specific area(s) of assignment. Familiarity with human resources filing and record-keeping practices. Strong organizational skills. Ability to perform clerical tasks with a high degree of accuracy. Proficiency on office equipment used on a regular basis including computers, printers, copy machines, facsimile machines, telephones and transcription machines. Ability to work independently and as a member of a team, take initiative, set priorities and see projects through completion. Ability to work effectively in a fast-paced environment, meet deadlines, handle multiple tasks, and respond to changing priorities. Ability to establish effective working relationships within the office and with clients, vendors and others outside the company. Ability to perform mathematical functions - add, subtract, multiply, divide, work with percentages, etc. Strong service orientation. SALARY RANGE $69,606.86-$104,410.30 ANNUALLY The Alliance is an equal opportunity employer and makes employment decisions on the basis of qualifications and merit. We strive to have the best qualified person in every job. Our policy prohibits unlawful discrimination based on race, color, creed, gender, religion, veteran status, marital status, registered domestic partner status, age, national origin or ancestry, physical or mental disability, medical condition, genetic characteristic, sexual orientation, gender identity or expression, or any other consideration made unlawful by federal, state, or local laws. M/F/Vets/Disabled.
