Executive Assistant/HR Coordinator
|December 25, 2013 - December 26, 2013|
|Employment Type:||Full Time|
|Department:||Human Resources and External Affairs|
|Description:||PURPOSE OF POSITION: |
Prioritize, coordinate and respond to requests for human resources products and services and provide administrative support to the Vice President, Human Resources & External Affairs. Manage and protect all confidential HR and EA data, records, processes and communication in the Vice Presidents areas of responsibility.
|Duties:||JOB RESPONSIBILITIES: |
NOTE: The following are major responsibilities of this position. They are not intended to cover each aspect of the position as the scope and duties may change or be temporarily altered based on the current business needs of the Company. The basic requirement of every position is to perform all tasks as assigned by the reporting authority.
Ensure accurate, complete, verified and properly documented confidential employee data and records are input in to HRIS. Coordinate and monitor employee background investigations through e-Verify. Ensure benefits-impacting data for employees and dependents is current at all times. Enter all data for new employees in HRIS and create computer system access.
Manage Vice Presidents calendar and daily priorities. Triage and prioritize daily demands to ensure urgent, high priority matters are handled in a timely manner. Coordinate all meeting logistics, attendees, preparation and documentation.
Coordinate response to third-party requests from federal and state agencies (PSC, DOL, EEOC, etc.), external law firms, customers, others. Respond to all requests for employment verification.
Compose and distribute internal and external correspondence and communication on behalf of the Vice President.
Track, analyze and report Affirmative Action efforts and compliance.
Determine appropriate access to company facilities and work with partners to issue badges for employees and visitors. Audit badge access quarterly to ensure controls are in place and badges are accounted for properly.
Provide oversight of timekeeping processes. Train new employees and managers on data entry and approval processes. Resolve and/or escalate issues as needed. Complete all input for human resources and external affairs employees. Provide back-up on time entry for all departments.
Establish and maintain employee personnel files. Ensure appropriate documentation is scanned, retained and retrieved appropriately upon request.
Safeguard all confidential materials. Maintain confidentiality of personal and sensitive matters of the Vice Presidents office, the company and the employees.
Reconcile and process monthly credit card statements for Vice President and reconcile outstanding issues.
Assist other members of the team and provide support to other Vice Presidents and assist CEO needs when needed.
Handle other office needs and pitch in when needed to assist other departments and deliverables.
Minimum five years experience in human resources, preferably in Compliance organization or HR Generalist team.
Minimum five years experience in executive assistant role.
Knowledge of and experience with employment law and employment practices.
Knowledge of utility industry and related policies and procedures preferred.
Bachelor Degree in Business Administration or related field a plus.
Applies seasoned judgment and appropriate sense of urgency. Excellent decision making skills required. Ability to identify risks and manage them.
Demonstrated experience in handling confidential and sensitive information
Excellent organization and planning skills. Ability to work efficiently and effectively with multiple, high-priority tasks in fast-paced and rapidly changing environment
Excellent oral and written communication skills. Ability to communicate effectively and discuss complex issues with external parties
Demonstrated excellent working knowledge of Word, Excel and PowerPoint. Ability to quickly learn and work with multiple computer systems and records retention tools
Effective at building and leveraging internal, external and cross-functional relationships to achieve goals.
Excellent written and verbal communication.
Strong attention to detail.
High energy, self-motivated, and dependable.
Strong sense of ethics and professionalism.
Commitment to teamwork and cooperation.
Commitment to client satisfaction.
Consistently maintain a professional and courteous manner and business appearance
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