Human Resources Administrative Assistant

AIM Services Inc; City of Saratoga Springs (NY); On-site; USD 28,000 - 36,000; Full time

Job summary

AIM Services Inc in Saratoga Springs, NY, is seeking a Human Resources Administrative Assistant to provide confidential, timely secretarial support to the Director and department. You will handle communications, documentation, and act as a liaison between employees and leadership.

The role requires strong typing, data entry, and proficiency in Word/Excel/Outlook, with a focus on confidentiality and accuracy in a fast-paced environment.

Qualifications

• High School diploma required; Associate's Degree preferred.
• One year clerical experience.
• Accurate data entry and filing.
• Strong spelling/grammar and numerical data skills.
• Excellent time management and organization.
• Ability to work independently and maintain confidentiality.
• Proficient in Word, Excel, and Outlook.
• Adaptable to changes and manages competing demands.
• Strong written and verbal communication.

Responsibilities

• Provide confidential, accurate, and timely secretarial support to the Director.
• Act as liaison between employees and the Director.
• Manage Director's calendar, phone messages, and access.
• Type/file/copy/distribute materials confidentially and timely.
• Coordinate and ensure dead filing and storage.
• Prepare and maintain files, binders, and department records.
• Take and maintain accurate meeting minutes.
• Assist with data entry, report creation, and clerical duties.

Skills

Typing

Microsoft Office

Data entry

Communication

Document management

Organization

Independent work

Confidentiality

Education

High School diploma

Associate's Degree preferred

Tools

Word

Excel

Outlook

Job description

Human Resources Administrative Assistant

Saratoga Springs, NY

Job Type

Full-time

Description

To provide confidential, accurate, and timely secretarial support to the Director and/or department you are supporting. To ensure communication and documentation is handled in a professional and confidential manner. To act as a liaison between the employees and the Director you support.

Status

Non-Exempt

Qualifications

• High School diploma required, Associate's Degree preferred.
• One [1] year clerical experience.
• Ability to accurately and timely perform data entry and filing duties.
• Edits work for spelling and grammar, presents numerical data effectively and is able to accurately read and interpret written information. Monitors own work for quality.
• Ability to organize and prioritize work; uses time efficiently.
• Ability to work independently.
• Ability to maintain confidentiality.
• Strong typing and computer skills.
• Experience with Microsoft Office Products (Word, Excel, Outlook); proficiency in Word and Excel required.
• Adapts to changes in the work environment, manages competing demands, and is able to deal with frequent change, delays or unexpected events.
• Demonstrated ability to communicate effectively in oral and written form. Excellent verbal and written communication skills.
• Excellent organizational, time management, and interpersonal skills, as well as attention to detail.
• Adherence to Agency policies including Attendance Policy.
• Valid NYS Driver's License acceptable to Agency insurance standards, preferred. Maintenance of valid insurance and registration and provide proof of insurance if using own vehicle.

Physical/Cognitive Requirements

• Sitting for extended periods of time.
• Use of computers and/or writing for extended periods of time.
• Exposure to office equipment/chemicals.
• Bending, reaching, pulling, and pushing in the course of filing and miscellaneous clerical work.
• Speaks clearly and remains calm in stressful or demanding situations.

Responsible to

Department Director/Designee

Essential Functions

• To act as a liaison between the employees and the Director you support.
• To assist with the management of the Director's/Assistant Director's calendar/schedule(s) and phone/messages, assuring appropriate access to Director/Assistant Director by others.
• To accurately, timely, and confidentially type/file/copy/distribute materials for Director/Assistant Director, as requested.
• To coordinate and ensure dead filing and storage.
• To type/file/copy/fax/distribute material for the Director of Independent Services and Self Direction staff including Start Up and Support Brokers, Fiscal Intermediaries and other Self Direction staff as requested.
• To update personal information sheets as directed.
• To prepare and maintain any files, binders, books, records for the department as requested by the Director.
• To perform paper and system audits as necessary/requested.
• To take and maintain accurate meeting minutes.
• Ensure filing is done accurately and timely.
• To assist with data entry/report creation and running/databases/clerical functions, as assigned.
• To assist with secretarial coverage for the Executive Director and Front Desk/Reception coverage as necessary.
• To assist with Agency mail distribution, confidentially and accurately, as necessary.
• Any and all other related duties as requested/required by supervisor(s).

Salary Description

$20.00- $26.00 per hour