Administrative Assistant

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Active - Regular full-time SAN FERNANDO VALLEY, Chatsworth, CA, US

Salary Range: $29.19 To $41.27 Hourly

• Manage the HR Director’s calendar, facilitates schedule meetings and appointments, calls and requests, coordinate agendas and materials, track follow-ups and deadlines, and assist with correspondence and presentations.
• HR Department Coordination:
  Maintain the department calendar and coordinate HR meetings, training courses, employee events, benefits fairs, and other department-wide activities. Independently composes and formats correspondence.
• Purchasing & Financial Administration:
  Prepare and track purchase orders, invoices, contracts, and purchases; reconcile HR expenditures against the department budget; research discrepancies; and maintain supporting documentation.
• Prepare technical documents, such as spreadsheets and databases creating complex reports.
• Vendor & Contract Administration:
  Maintain vendor files and agreements, track renewals and expiration dates, coordinate invoices and documentation, and alert leadership to upcoming deadlines.
• Employee Events & Engagement:
  Coordinate logistics for employee recognition activities, engagement events, training courses, benefits-related events, and other HR-sponsored activities.
• Meeting & Committee Support:
  Prepare meeting materials, take minutes/action notes as needed, maintain action-item trackers, and follow up on outstanding deliverables.
• Reporting & Presentation Support:
  Compile routine HR information and reports and assist with materials for executive leadership, Board/committee meetings, and department presentations.
• Records & Document Management:
  Maintain confidential HR administrative files, policies, contracts, department records, and other documentation in accordance with retention and confidentiality requirements.
• Department Operations:
  Manage supplies, subscriptions/licenses, facilities and IT requests, shared calendars/resources, and other administrative needs of the HR department.
• Project & Deadline Tracking:
  Maintain department-wide projects, deliverables, and deadline trackers and proactively follow up with responsible team members. Performs specialized administrative projects, ensure that department deadline and commitments are met.
• Special Projects:
  Provide administrative and project support to the HR Director for policy and handbook implementation, audits, employee initiatives, organizational projects, and other priorities.
• Manage and monitor the Human Resources inbox, ensuring inquiries and requests are reviewed, routed, and responded to accurately and professionally within established organizational timelines.
• Provides back-up support for Executive Secretary and other staff.

Advanced computer skills in word processing, spreadsheets and database management;
English grammar, syntax and spelling.

Accurate rapid typing;
Customer service;
Communicating complex policies and procedures;
Researching, compiling and preparing reports;
Work tracking;
Working independently and cooperatively with a variety of in-house and community sources and representatives;
Working effectively with diverse groups of people.

Handle sensitive personnel, employee relations, labor relations, and organizational information with a high degree of discretion.

Any combination equivalent to or likely to provide the required knowledge and skills is qualifying. A typical way to obtain knowledge and skills would be:

High school diploma or equivalent required; associate degree or higher preferred.

Two (2) years of progressively responsible administrative support experience, including at least one (1) year providing direct support within a Human Resources department or performing HR-related functions.

This position is a non - exempt. Regular Salary: $29.19 - $41.27 per hour.

NLACRC is an equal opportunity employer. Further, NLACRC will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.