The Human Resources Assistant assists with the administration of the day-to-day operations of the Human Resources functions and duties. The Human Resources Assistant will be responsible for department filing and eFiles, updating various logs, updating or creating forms as needed, working on various HR projects, distribute mail to departments and stamp and send mail when requested, send FedEx, order and stock supplies for kitchens and office, and will be a backup to Receptionist. Will assist with Company events and decorating the office for Holidays. This position will also assist the Director, Training and Development with clerical duties such as filing, scanning, setting up meetings and events, scheduling trainings, creating documents, creating power point presentations and forms, data entry into our Learning Management System.
The Human Resources Assistant contributes to the accomplishment of Human Resources practices and objectives that will provide an employee-oriented, high-performance culture that emphasizes empowerment, quality, productivity and standards, goal attainment, and the recruitment and ongoing development of a superior workforce. The Human Resources Assistant helps with the implementation of services, policies, and programs through HR staff.
Essential Functions and Duties
Provide administrative support to our HR department.
Retrieves incoming mail from mailboxes and distributes the mail, process outgoing mail, process any outgoing FedEx packages and/or distribution of incoming FedEx packages.
Will help cover main Receptionist for daily breaks and/or lunches as scheduled and during trainings, vacations, leaves of absence or when they call off sick. Answers heavy phones and directs callers as needed.
Assist guest and vendors as needed.
Responsible to inventory, order, and stock office supplies, staying within budget.
Responsible to inventory, order, and stock supplies in kitchens. Such as coffee, sugar, creamer, tea, paper plates, plastic utensils. Restock kitchens once per week.
Codes department invoices and scans copies into HR Drive, submit to Senior HRBP for approval, and submits to Accounts Payable for processing.
Tracks purchases for HR and enters costs to the budget as requested.
Will need to create eFiles for new hires. Scans documents, labels accurately and files appropriately documents into employee's ePersonnel or eConfidential files. Must be able to efile daily.
Prepares and maintains general HR Department files by scanning and eFiling into the HR Drive appropriate folders.
Work with the Director, Training & Development to manage data on training programs including cost and attendance/completion reports.
Support & coordinate registration & attendance for on-demand training or live training events
Coordinate schedule, instructors, and/or materials for training events.
Attends webinars and trainings as assigned by Senior HRBP.
Participates in HR staff meetings and attends other meetings and seminars as necessary and to represent the department.
Assists with company events, planning and/or catering lunches.
Assists with decorating the building for Holidays.
Must be able work overtime as required.
Adheres specifically to all company policies and procedures, Federal and State regulations, and laws.
Display dedication to position responsibilities and achieve assigned goals and objectives.
Always represent the Company in a professional manner and appearance.
Understand and internalize the Company's purpose.
Display loyalty to the Company and its organizational values.
Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others.
Work effectively with co-workers, internal and external customers and others by sharing ideas in a constructive and positive manner; listen to and objectively consider ideas and suggestions from others; keep commitments; keep others informed of work progress, timetables, and issues; address problems and issues constructively to find mutually acceptable and practical business solutions; address others by name, title, or other respectful identifier, and; respect the diversity of our work force in actions, words, and deeds.
Comply with the policies and procedures stated in the Injury and Illness Prevention Program by always working in a safe manner and immediately reporting any injury, safety hazard, or program violation.
Ensure conduct is consistent with all Compliance Program Policies and procedures when engaging in any activity on behalf of the company. Immediately report any concerns or violations.
Other duties as assigned.
Qualifications
Education, Knowledge, Skills, and Experience
Required Education:
High School Diploma or equivalent required. A college degree a plus.
Required Knowledge:
Keep all matters confidential in order to protect the company and employees.
General knowledge of various employment laws and practices.
Preferred Knowledge:
It is critical that this individual has the ability to handle sensitive situations and information and maintain appropriate professionalism and confidentiality at all times.
Must employ excellent judgment and professionalism.
Required Experience:
At least two (2) years of experience in Human Resources in a support role.
Preferred Experience:
Previous experience working in a distribution or manufacturing setting.
Previous experience in health care setting a plus.
Required Skills:
Should be a people person with a friendly demeanor
Must have strong working knowledge of Microsoft Office applications, specifically Excel, and PowerPoint.
Proficient and accurate in data entry and keyboarding 50 wpm.
Must have strong organizational skills.
Must be able to follow processes and complete repetitive tasks.
Must be able to learn complex processes quickly and find ways to improvement processes.
Must have strong ability to research and find solutions.
Must be able to gather and analyze information skillfully.
Must display an excellent attention to details and ability to catch errors.
Required to handle a variety of situations and needs from callers in a calm, friendly, efficient manner.
Must be a motivated, creative, energetic and be able to multi-task projects and priorities.
This position will require the candidate to be adaptable, transparent, and a quick learner with the ability to effectively work in a fast-paced environment and change gears in a moment's notice.
Must have excellent verbal and written communication skills, including interfacing and corresponding with multiple levels of management.
Must have excellent customer service and organizational skills with a detail-oriented approach to problem-solving.
Must have the ability to work with limited supervision and as part of a team.
Must be willing to learn new skills.
Professional Certification:
PHR or SHRM Certification preferred
Physical requirements
Vision, hearing, speech, movements requiring the use of wrists, hands and/or fingers. Must have the ability to view a computer screen for long periods and the ability to sit for extended periods. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled.Must have the ability to lift and maneuver items of at least 35 lbs. Must have the ability to travel occasionally. Working condition include normal office setting.
Mental Demands
Learning, thinking, concentration and the ability to work under pressure, particularly during busy times. Must be able to pay close attention to detail and be able to work as a member of a team to ensure excellent customer service.Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations' situations. Must have the ability to exercise discretion as well as appropriate judgments when necessary. Must be proactive in finding solutions.
Direct Reports
No
EEO/AAP Statement
FFF Enterprises/ NuFactor is an equal opportunity employer to all and prohibits discrimination and harassment based on the following characteristics: race, color, caste, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic conditions), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran or military status, medical leave or other types of protected leave (requesting or approved for leave under the Family and Medical Leave Act or any state protected leaves), domestic violence victim status, political affiliation, reproductive health decision-making, and any other characteristic protected by state or federal anti-discrimination law covering employment. These categories are defined according to Government Code section 12920. The Company prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.
