Thursday, July 22, 2010

Human Resources Assistant - 300 employee Indianapolis based company

Job Title: Human Resources Assistant

FLSA Status: Non-Exempt

Reports to: Vice President & Chief Human Resources Officer

Drafted: June 10, 2010

1. Summary: The incumbent provides administrative, coordinative and/or facilitative support for various human resources processes, programs, and initiatives. In performing job duties, the incumbent is responsible for complying with both internal policy and applicable laws and regulations.

2. Essential Functions: This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent. The job description is subject to change as the needs and requirements of the job change, or otherwise as the company deems appropriate.
• Facilitates new hire processes including new hire orientation and new hire paperwork.
• Provides assistance to staff relative to benefits, including responding to questions, assisting with forms, and troubleshooting problems when they arise. Also supports initial sign-up, open enrollment, and other administrative processes.
• Notifies benefit providers (either through manual or on-line systems) of new enrollments, changes, and/or terminations on a timely basis. Ensures proper documentation is maintained and appropriately filed.
• Facilitates administrative processes associated with terminations of employment including, but not limited to, termination paperwork and coordination of associated details.
• Enters, updates, and/or maintains data in the Payroll/HR database, ensuring both the accuracy of the information and the timeliness of any updates.
• Assists with payroll processes, consistent with internal controls.
• Creates and/or maintains various spreadsheets, reports, and records either in written or electronic format.
• Responds to general questions and inquiries from staff, providing timely, courteous customer service on a consistent basis.
• May support recruiting/staffing processes including, but not limited to, applicant tracking, correspondence with prospective applicants, distribution and processing of applications, completion of background checks, and maintenance of resume files.
• Assists with the preparation of the bi-monthly newsletter.
• Orders supplies, including name badges and desk plates for all staff, and general office supplies for department.
• Performs general office functions including filing, distribution of mail, preparation of letters, etc.
• Provides critical back-up for payroll and administrative functions performed by HR Generalist.

3. Additional Responsibilities: Special projects as assigned.

4. Required Education, Experience, and Skills:
• Three years of administrative experience, preferably in human resources or a similar function. Post high school education or training, with an emphasis on human resources is helpful.
• Proven customer service skills, as demonstrated by the ability to interact effectively with diverse individuals and communication styles.
• Exceptional written and verbal communication skills.
• Demonstrated ability to multi-task, with the proven ability to efficiently process high volumes of detailed information accurately.
• Demonstrated problem solving skills.
• Demonstrated proficiency with standard computer applications; prior experience with payroll and human resources databases is helpful.

5. Physical Requirements: Includes the ability to routinely express or exchange ideas by means of the spoken word. Occasional lifting of up to 15 lbs. Involves frequent sitting and walking, as well as regular operation of computer, phone, printer and other office equipment.

6. Equipment Used: Computer, printer, telephone, fax machine, photocopier, and calculator.

7. Working Conditions: Office environment.

1. This job description in no way states or implies that these are the only tasks to be performed by the incumbent occupying this job. The incumbent will be required to follow any other instructions and to perform any other job-related duties.
2. Requirements are representative of minimum levels of knowledge, skills, and/or abilities. To perform this job successfully the incumbent will possess the abilities and aptitudes to perform each task proficiently.
3. Ability means to possess and apply both knowledge and skill.
4. This job description describes the minimum selection requirements to qualify for the job. However, promotion and other employment decisions are also based on company needs, being in good standing, fully-competent performance, and other nondiscriminatory issues.
5. This job description does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.

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