Position: Administrative Assistant
Classification: Full-time, Non-exempt
Reports to: Director, Human Resources
Location: Houston, TX
Position Description:
The Administrative Assistant will provide coordination assistance and administrative activities throughout all areas of the Human Resources department. This position is responsible for coordinating Human Resource department projects and processes within the HR Team and other departments within the agency. The Administrative Assistant provides administrative support in maintaining employee records, assisting with HRIS and assisting with internal and external requests.
Primary Responsibilities:
- Provide administrative support to the Human Resources department/team
- Perform general administrative tasks (i.e., answer phone, incoming/outgoing faxes, scanning, copying, mailouts, mail distribution, order office supplies, update HR forms, etc.)
- Assist with maintaining both hard and digital copies of employee records and conduct personnel file audits as directed
- Serve as liaison with other departments to gather content for monthly agency newsletter and quarterly all agency meeting.
- Assist in the new hire process (i.e., prepare forms for new hire on the first day, create new employee file, issue employee badge, administer employee handbook and compliance documents, ensure necessary paperwork is completed)
- Assist with background screenings and renewals for employees and non-employees including pre-employment background checks as needed
- Assist in the process of obtaining employee documentation for regulatory compliance. (i.e., professional licensure, driver license, auto insurance)
- Assist with new hire benefits enrollment.
- Assist in vendor management, invoice coding and approval, and reconciliation for various HR vendors
- Assist with onsite audit preparations requested by licensing, grant and contract entities.
- Prepare documentation and acquire approval for educational reimbursements.
- Manage security access system including issue security badges for employees and non-employees
- Schedule meetings, interviews, HR events and maintain agendas
- Assist with distribution of HR communications and updates
- Responsible for accurate and timely data entry of new hire information into the HRIS
- Compile and prepare HR reports as directed
- Works directly with the VP, Human Resources to support all aspects of his/her daily routine
- Assist VP, Human Resources in the development of presentations and reports
- Assist VP, Human Resources with preparations for board and committee meetings
- Attend HR board meetings ex-officio and accurately take notes of discussion; prepare the initial draft of minutes
- Prepare invoices for approval by VP, Human Resources and submit approved invoices to Accounts Payables
Required Qualifications:
- High School diploma or GED.
- Three (3) years’ experience as an administrative assistant or comparable role required, preferably in human resources department
Preferred Qualifications:
- Bachelor’s degree in human resources
- Experience providing administrative support at the executive level
- Experience working with HR systems
Knowledge, Skills, and Abilities:
- Highly computer literate with capability in email, MS Office (Word, Excel, Outlook, PowerPoint) and related business and communication tools
- Knowledge of various office tools, techniques, and operations
- Meticulous attention to detail
- Excellent written and verbal communication skills
- Proactively takes action to accomplish objectives and goals
- Ability to plan and prioritize tasks to ensure work is completed accurately and timely
- Ability to vigilantly watch over and check processes/tasks to ensure accuracy
- Ability to perform a variety of tasks and changes focus as demands change
- Ability to work harmoniously with others to get results and build collaborative relationships within the team and agency to achieve business goals
Work Conditions:
- Environment: Office
- Hours of work: Mon - Fri, 8:00 am - 5:00 pm
- Travel: Occasional (Must have valid Texas driver license and current auto insurance.)
DePelchin is Proud to be an Equal Opportunity Workplace.
DePelchin is committed to selecting and employing the best and most qualified person available for each job opening without unlawful discrimination of any kind. Additionally, DePelchin is committed to providing a work environment free of discrimination and harassment on the basis of race, color, sex (including pregnancy, sexual orientation and gender identity), marital or parental status, veteran status, religion, national origin, age, disability, family medical history, genetic information, or political affiliation.
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