Job Summary

Responsible for providing administrative support and operational assistance to API’s Human Resources Vice President, HR team, staff, and benefits programs, including record-keeping, file maintenance and HRIS entry.

Duties/Responsibilities

Communicates routinely with department staff regarding deadlines, updates to policies, and practices and changes to administrative processes.
Communicates with vendor and State Offices for compliance of Labor Law Posters; maintains, updates Sharepoint site for PDF copies of Labor Law Posters.
Organizes and coordinates various meetings – new hire lunches, trainings, HR Team, orientations, etc.
Keeps files up-to-date and organizes filing system for easy retrieval. Maintains impeccable records of change request and applicable approvals for personnel files. Maintains HR updates on SharePoint, Inside API homepage, and HR internal documents.
Serves as the primary interface of organization-wide Personnel Action Forms and benefit changes. Prepares and submits personnel action notifications for employee data changes, job changes and terminations.
Ensures the timely implementation of database changes and accurate payrolls.
Handles routine inquiries via email or phone and refers issue-specific matters to appropriate HR team members.
Completes I-9 E-Verify online process, track employee’s visa, verifies I-9 documentation and maintains I-9 files. Escalates any issues when needed. Conducts an annual I-9 audit.
Provides administrative support including drafting, formatting, editing, and printing department documents.
Provides verification of Employment (VOE) for outside requests.
Supports the execution of the semi-annual employee policy review.
Functions as main administrator for Human Resource platforms such as ADP, LinkedIn Learning, Circa, Survey Monkey, HireRight/background screening etc.
Provides administrative support on processing new employees and contractors to include orientation scheduling, background screening, welcome packets, etc.
Prepares letters documenting various HR actions (i.e., promotion, salary adjustment, spot bonus, etc) and processes accordingly.
Processes terminations through HRIS and alerts necessary teams using Personnel Action Form.
Responsible for drafting of bi-monthly company-wide HR Newsletter.
Coordinates with Senior HR Generalist on Employee Milestone Awards to include quarterly updates to Sharepoint page.
Assists Senior Benefits Manager with yearly Open Enrollment events/activities, monthly billing, and administrative duties for Sharepoint Benefits & Retirement pages updates.
Provides administrative support for 14 HR Teams channels – updates and archives as needed.
Manages the CHRO’s calendar.

Key Relationships

Establishes and maintains relationships with API employees, retirees, allied associations, and vendors.
Works with HR staff to validate each request and the accurate completion or routing of each form based on HR processes.
Other Division department heads as needed for coordinated training events and general administrative assistance.

Qualifications

Minimum of 4+ years administrative experience; experience and/or degree in human resources preferred.
Bachelor's degree in relevant area, or other related field equivalent work experience. Some positions may only require an Associates degree/technical diploma, or other related field equivalent work experience.
Excellent speaking and listening skills to share information effectively.
Strong written communication skills
Impeccable attention to detail
Excellent administrative, organizational, time management and customer service skills
Ability to manage multiple projects and tasks.
Experience with Microsoft Office 365; advanced proficiency in Excel preferred.
Experience with an HRIS system (ADP) or ability to pick up new technology quickly.
Sound judgment and the ability to maintain confidential information are required.
Experience with E-Verify preferred.

Physical Requirements

Able to remain in a stationary position working on a computer.
Move about the office to access office machinery, meeting rooms, etc. on occasion.
Operate a computer and other office machinery such as printers and copy machines.
Transport items and equipment up to 10 lbs. on occasion

Travel Requirements

None

Percentage of travel time expected for the position where the travel occurs, such as locally or in specific countries or states, and whether the travel is overnight.

This job outline describes the typical accountabilities and requirements of the position and should not be construed as an all-encompassing description of every duty performed by or expected of the incumbent.

EEO Statement

API is an equal opportunity employer and diversity is a core value.  We are dedicated to creating and sustaining an inclusive and equitable working environment for all.  All aspects of employment will be based on merit, competence, performance, and business needs. Our success in maintaining a reputation for professional excellence depends on selecting the best qualified candidates. Achieving this objective means that no employee or applicant for employment will be discriminated against because of race, color, religion, age, gender expression or identity, sexual orientation, pregnancy (including childbirth, related medical conditions, breastfeeding, and reproductive health decisions), genetic information, national origin, disability, marital status, personal appearance, family responsibilities, political affiliation, matriculation, credit information, the status as a victim or family member of a victim of domestic violence, stalking or sexual offense, or any prohibited basis under federal, state or local law.

API is committed to providing access, equal opportunity and reasonable accommodations for individuals with disabilities in employment, its services, programs, and activities. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to the Human Resources Department via email at HumanResources@api.org .

API - American Petroleum Institute

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