The primary role of the HR Administrative Assistant is to provide support to the HR department to ensure efficient and effective administrative functions. This position also provides additional coverage to the receptionist in demonstrating courteous and respectful assistance to visitors, employees, and telephone callers. Furthermore, the position supports ACT’s purpose and objectives by respecting and adhering to all policies and procedures of the Agency.
Essential Functions include but are not limited to:
- Greet, assist, and determine the needs of visitors with a friendly, courteous demeanor to include assisting applicants with online application forms and answering questions related to general requirements of a position as appropriate.
- Shares responsibility in coordinating payments for transit fare instruments, works with accounting on reconciliation of funds, and assist with lost/damaged items in Lost and Found.
- Maintain records and organized filing to facilitate the expeditious retrieval of information, ensuring files are up to date and papers and files are clearly marked for easy access.
- Collate benefit packets and assist with insurance enrollment.
- Shares responsibility in identifying the purpose of visitors and granting access to the ACT property and buildings.
- Provide backup to HR Receptionist with phone duties, such as courteously answering the telephone, answering inquiries as appropriate, determining nature of call and transferring caller to appropriate extension or party, reviewing general administration voicemail box messages, and transferring messages as appropriate.
- Provide backup to Receptionist in performing routine mail duties, including delivery, pickup and distribution of USPS mail as well as daily distribution of interoffice mail in appropriate department mailboxes.
- Support the administrative needs of HR team members, such as ensuring equipment is in working order, making copies as needed, sending certified mail, etc.
- Understand the potential safety and security factors throughout the transit facility and follow all applicable safety/security policies and procedures of the Agency, reporting any known or potential safety/security concerns.
- Attend work regularly prepared to perform the functions of the position.
Non-Essential Functions include but are not limited to:
- Assist with additional tasks under the supervision of the Human Resources Manager.
- High School Diploma or equivalent required. Associate degree in HR, Communications or Business preferred.
- Two yearss’ experience in an administrative, receptionist, or HR support role required, with specific emphasis on recruitment and talent management preferred. Experience with an HRMS system is desirable.
- Possess well-developed customer service skills and excellent phone etiquette.
- Possess and maintain current driver’s license with a driving record acceptable to the Agency.
- Proficient in Microsoft Outlook, Excel and Word applications with the ability and willingness to learn other software applications as needed.
- Basic math, alphabetizing, reading, comprehension, and both verbal and written communication skills.
- Ability to maintain confidentiality.
- Clean, neat, and professional appearance.
Working Conditions and Physical Requirements
Normal working conditions for this position are typical of an office environment, including prolonged periods working at computer monitor. Routine working hours are 8:30 a.m. to 5:00 p.m. Monday through Friday with a 30-minute meal break. Occasional work outside of routine hours may be required.
The physical requirements of the position include:
- Sufficient hand, arm, and finger dexterity to manipulate paper and operate computer keyboard and other office equipment and drive a vehicle.
- Sitting for prolonged periods, standing, walking, stool stepping and bending.
- Carrying and lifting 15 lbs.
- Visual acuity to read words and numbers and speaking and hearing ability sufficient to communicate in person and by telephone.
- Driving short distances
