Administrative Assistant 2 - Human Resources

Easter-Seal; Woodland Heights (AR); On-site; USD 26,000 - 38,000; Full time

Job summary

Easterseals Arkansas is seeking an HR Administrative Assistant to provide essential support to the Human Resources department. You will handle accurate data entry, records management, scanning duties, and paperless-file conversion while maintaining confidentiality.

The role involves managing mail, HRIS data, employee files, and routine audits, with exposure to various HR processes and records systems. A high school diploma and basic HR tasks experience are expected.

Qualifications

• High school diploma or equivalent is required or an equivalent combination of education and experience.
• Six months to one year related experience and/or training recommended.
• Strong analytical and organizational skills with attention to detail and deadlines are essential.

Responsibilities

• Reads and routes incoming mail for the department and prepares outgoing mail.
• Monitors the HR inbox, reviews and routes messages, and tracks follow-ups.
• Enters employee information into the HRIS accurately.
• Creates and maintains personnel files; organizes and files documents.
• Scans, uploads, and indexes records; ensures confidentiality and proper storage.
• Assists with digitizing documents and the HR records project.
• Maintains current employee, criminal history, and health files.
• Routes monthly reports for updates like evaluations and licenses.
• Performs data entry for new hires and training hours, ensuring accuracy.
• Supports audits by locating and organizing records; identifies missing documentation.
• Assists receptionist with switchboard coverage as needed.

Skills

Analytical skills

Organizational skills

Written communication

Verbal communication

Attention to detail

Deadline-driven

Time management

Education

High school diploma or equivalent

Tools

HRIS

Scanning equipment

Electronic document management

Office software

Email & Calendar

Word processing

Spreadsheet

Video conferencing

Presentation software

Job description

Summary:

Provides administrative support to the Human Resources department and performs accurate data entry, inbox monitoring, audit support, records management, document scanning, and paperless-file conversion duties.

Essential Duties and Responsibilities

Include the following. Other duties may be assigned.

• Reads and routes incoming mail for department. Prepare outgoing mail.
• Monitors the Human Resources department inbox; reviews, responds to, routes, and tracks messages and follow-up items in a timely manner.
• Enters employee information into appropriate database.
• Creates personnel files.
• Organizes and files all documents in the appropriate sections in the personnel files.
• Scans, uploads, indexes, labels, files, and retrieves physical and electronic personnel records while maintaining confidentiality and established recordkeeping practices.
• Assists with the HR paperless records project by digitizing personnel documents, organizing electronic files, and verifying that scanned records are complete, legible, and stored in the appropriate location.
• Maintains employee personnel, criminal history, and health files in current status.
• Routes monthly reports to supervisors and/or employees as reminders of updates due for the month, including performance evaluations, driver's license renewals, TB tests, professional licenses/certifications, auto insurance, and criminal backgrounds.
• Completes Motor Vehicle Records and other checks on new hires, if applicable, and rechecks current employees as required.
• Assists the receptionist with switchboard relief during lunch, breaks, and other times as needed. Gives information to callers or routes calls to the appropriate location.
• Ensures that all paperwork is completed in its entirety.
• Performs accurate and timely data entry, including new hire information in the HRIS and training hours in the LMS; verifies information for completeness and accuracy before entry or update.
• Assists with internal and external audits by locating, reviewing, preparing, and organizing requested personnel records and supporting documentation; helps identify and follow up on missing documents.
• Ensures terminated employee files are processed properly.

Compliance/HIPAA:

While performing the duties of this job, employee will comply with all federal, state and local laws and regulations pertaining to Easterseals Arkansas.

Employee has no access to client files. Employee will not attempt to access any other protected health information unless otherwise approved by Supervisor or Privacy Officer.

Supervisory Responsibilities:

None.

Requirements

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

High school diploma or equivalent; six months to one-year related experience and/or training; or equivalent combination of education and experience.

Core Competencies

• Excellent analytical and organizational skills.
• Excellent written and verbal communication.
• Strong computer skills to use email, calendar, word processing, spreadsheet, video conferencing, and presentation software, as well as program-specific platforms.
• Proficient keyboarding and typing skills, with the ability to enter information accurately and efficiently.
• Computer savvy and able to learn and use new software, HR systems, scanning equipment, electronic document management tools, and other office technology.
• Strong orientation to deadlines and detail.
• Ability to manage a diverse and demanding workload.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to sit and talk or hear. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to walk and stoop, kneel, crouch, or crawl. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.

Easterseals Arkansas has designated this position as a "non-safety sensitive" position under the Arkansas Medical Marijuana Amendment.