Human Resources Administrative Assistant

Beatty's Services, Inc.; City of White Plains (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

A local administrative firm in New York seeks a capable individual to handle various clerical tasks, coordinate work flow, and represent superior in communications. Key responsibilities include administering personnel records, training new employees, and preparing financial reports while ensuring compliance with regulations. The ideal candidate should possess excellent organizational skills, attention to detail, and experience in administrative duties. This role is essential for maintaining productivity and efficiency within the department.

Responsibilities

• Represents superior in contacts with the public and department employees.
• Plans, coordinates, and reviews work of clerical employees.
• Performs internal administrative tasks.
• Trains new unit employees on office procedures.
• Assists in preparing financial and state reports.
• Acts as a troubleshooter for complex problems.
• May coordinate departmental grants, develop and implement contracts, special funding projects, fund raisers, etc., prepares required reports thereon;
• May monitor contract funding to ensure accurate payment and ensures that funds are drawn from correct sources;
• Assists subordinate employees with difficult operations to ensure timely completion of work;
• Acts as liaison between department and the Department of Information Technology to assure proper installation and utilization of automated equipment;
• Acts as a troubleshooter by analyzing data, preventing and resolving complex problems for subordinates, supervisors and other employees within the department or unit;
• Supervises and maintains records of operational expenses and revenue to provide data to forecast spending patterns;
• Establishes priorities and coordinates work activities to meet deadlines;
• Recommends changes in methods, procedures and organization to increase efficiency in unit operations;
• May access protected health information (PHI) in accordance with departmental assignments and guidelines defining level of access (i.e. incidental vs extensive);
• Uses computer applications or other automated systems such as spreadsheets, word processing, calendar, email and database software in performing work assignments;
• Plans and organizes the maintenance of office facilities, equipment and supplies;
• May perform other incidental tasks, as required.

Job description

Responsibilities

• Represents superior in contacts with the public and department employees to provide or obtain accurate information;
• Plans, coordinates and reviews the work of clerical employees to maintain an orderly work flow;
• Performs internal administrative tasks, e.g., interviewing, processing of personnel and payroll records, monitoring contract payment and preparation of departmental budget to reflect current staffing needs;
• Trains or provides training for new unit employees to use office equipment and other office procedures;
• Assists with developing and implementing administrative policies/procedures to ensure compliance with federal, state and county rules and regulations;
• Assists in the preparation and review of financial and state reports, annual budget and other documents as required by federal and state regulations;
• May coordinate departmental grants, develop and implement contracts, special funding projects, fund raisers, etc., prepares required reports thereon;
• May monitor contract funding to ensure accurate payment and ensures that funds are drawn from correct sources;
• Assists subordinate employees with difficult operations to ensure timely completion of work;
• Acts as liaison between department and the Department of Information Technology to assure proper installation and utilization of automated equipment;
• Acts as a troubleshooter by analyzing data, preventing and resolving complex problems for subordinates, supervisors and other employees within the department or unit;
• Supervises and maintains records of operational expenses and revenue to provide data to forecast spending patterns;
• Establishes priorities and coordinates work activities to meet deadlines;
• Recommends changes in methods, procedures and organization to increase efficiency in unit operations;
• May access protected health information (PHI) in accordance with departmental assignments and guidelines defining level of access (i.e. incidental vs extensive);
• Uses computer applications or other automated systems such as spreadsheets, word processing, calendar, email and database software in performing work assignments;
• Plans and organizes the maintenance of office facilities, equipment and supplies;
• May perform other incidental tasks, as required.