Human Resources Administrator

Description

The Administrative Assistant reports to the Senior Director of Human Resources and provides administrative, organizational, and clerical support to the Human Resources Department. This position assists with the efficient day-to-day administration of departmental activities, including document management, correspondence, scheduling, data entry, communication, recordkeeping, and general administrative support.

The Administrative Assistant is responsible for handling confidential employee, applicant, and organizational information with a high level of discretion, professionalism, and sound judgment. The position requires the ability to appropriately manage sensitive information, maintain confidentiality, and determine when information should be shared with or escalated to the appropriate Human Resources staff.

This is a part-time position with the potential to transition to full-time employment as organizational needs evolve.

• High school diploma or GED equivalent required.
• Human Resources certifications are a plus.
• One (1) to three (3) years of administrative experience preferred.
• Valid New York State driver’s license.
• Proficiency with Microsoft Office Suite, including Word, PowerPoint, Excel, Publisher, and Outlook.
• Strong attention to detail and organizational skills.
• Strong problem-solving and time-management skills.
• Excellent written, verbal, interpersonal, and collaborative communication skills.
• Demonstrated commitment to confidentiality and discretion.
• Ability to work independently and in a self-directed manner while also working effectively as part of a team.
• Ability to understand, interpret, and apply applicable administrative principles, practices, policies, and procedures.
• Ability to manage multiple responsibilities and priorities in a professional environment.

• Provide administrative support to the Human Resources team, including data entry, scanning, copying, document preparation, and correspondence.
• Assist with the preparation, distribution, collection, and tracking of employment-related forms and documents.
• Prepare correspondence, reports, spreadsheets, forms, presentations, and other administrative documents as requested.
• Support Human Resources staff with routine reporting, data collection, tracking, and administrative requests.
• Assist with special projects and departmental initiatives as assigned.
• Perform general clerical duties, including photocopying, scanning, faxing, data entry, and other administrative tasks.

• Manage and maintain the Human Resources Department’s shared email inbox, ensuring inquiries are reviewed, organized, and routed appropriately.
• Answer incoming telephone calls and provide agency-wide navigation support by directing employees, applicants, clients, and visitors to the appropriate resources and departments.
• Greet and assist visitors, employees, and applicants in a professional, courteous, and respectful manner.
• Maintain professional communication with employees, applicants, vendors, visitors, and other internal and external contacts.
• Exercise sound judgment when determining whether inquiries should be addressed directly or escalated to Human Resources leadership or another appropriate staff member.

• Schedule appointments, meetings, interviews, and other calendar requests for Human Resources staff.
• Maintain departmental calendars, contact lists, tracking logs, and other administrative records.
• Assist with meeting preparation, including scheduling, room setup, preparation of materials, and note-taking as needed.
• Coordinate training and conference registrations and maintain related documentation.