Administrative Assistant/ Receptionist - HR

Philadelphia Corporation for Aging; Philadelphia (Philadelphia County); On-site; USD 41,000 - 48,000; Full time

Job summary

An established industry player is seeking a detail-oriented Administrative Assistant/Receptionist for their Human Resources department. This role involves providing essential administrative support, managing correspondence, and ensuring smooth office operations. The ideal candidate will have strong organizational skills, proficiency in Microsoft Office, and excellent communication abilities. Join a dedicated team where your contributions will enhance the HR function and support staff in a meaningful way. If you thrive in a collaborative environment and are passionate about helping others, this opportunity is perfect for you.

Qualifications

• Two years of professional administrative assistant experience required.
• Proficient in Microsoft Office Suite and HRIS systems.

Responsibilities

• Provides administrative support to the HR department and Director.
• Handles incoming mail, correspondence, and visitor interactions.
• Assists with scheduling interviews and maintaining personnel files.

Skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

HRIS knowledge

Organizational skills

Communication skills

Confidentiality

Typing speed (60 wpm)

Education

High school diploma or equivalent

College education or equivalent experience

Tools

General office equipment

Job description

JOB DESCRIPTION

TITLE : ADMINISTRATIVE ASSISTANT/RECEPTIONIST – HUMAN RESOURCES

DEFINITION : Under the supervision of the Director of Human Resources, is responsible for administrative support to the HR department.

QUALIFICATIONS :

Education and Experience :

1. High school or college or the equivalent work experience and education.
2. Two years’ professional administrative assistant experience required.

Required Skills/Abilities :

1. Proficient in Microsoft Word, Excel, PowerPoint, and working knowledge of HRIS (preference).
2. Knowledge of general office procedures.
3. Excellent organizational skills and attention to detail.
4. Extensive knowledge of office management systems and procedures.
5. Ability to operate general office equipment.
6. Excellent written and verbal communication skills.
7. Ability to type 60 words a minute.
8. Ability to maintain confidential information.

DUTIES AND FUNCTIONS :

1. Provides administrative support to the Director of Human Resources and HR staff as assigned.
2. Receives, date stamps and distributes incoming mail and inter-office material; routes outgoing mail and inter-office communications appropriately; photocopy/scans documents as needed.
3. Prepares routine correspondence; drafts correspondence, memos, job descriptions, job opening announcements, etc.
4. Greets visitors to the department and answers department's phones in a pleasant, courteous and professional manner. Uses tact, judgment, and discretion in answering questions.
5. Orders flowers/fruit baskets for employees as needed.
6. Assists with scheduling interviews for selected applicants – telephone screens for basic requirements – salary, availability of car, willingness to relocate (if appropriate) etc.
7. Creates and updates personnel files.
8. Responsible for security/photo ID badge process: issue and termination of access.
9. Assists with background checks, credential verification and pre-employment screening. Completes driver’s license check for appropriate employees at annual evaluation.
10. Performs online transcript requests and professional license checks.
11. Maintains all HR i-net pages and ensures information is current.
12. Provides administrative support as needed for HR meetings & training.
13. Performs basic mathematical calculations as appropriate.
14. Creates forms and templates as needed.
15. Other general administrative duties as assigned.

CONSUMERS:

1. Applicants and other contacts in/out of PCA.
2. PCA staff needing human resources information or assistance.

Salary -$41,192.55-$47,685.53