Human Resources Administrative Support

Trego-Dugan Aviation Inc; Jacksonville (FL); On-site; USD 40,000 - 55,000; Full time

Job summary

The HR Admin role at Trego-Dugan Aviation Inc. in Jacksonville provides essential administrative support to the HR department, including timekeeping, payroll assistance, scheduling, and records management.

The position handles confidential information and coordinates meetings, travel, and special projects, often acting as a liaison with internal teams and external contacts. Candidates should have a High School Diploma, at least two years of administrative experience, and proficiency with Word,

Qualifications

• Education: High School Diploma or Equivalent.
• Two years of administrative experience.
• Strong knowledge of Word, Excel and PowerPoint.
• Experience with timekeeping and payroll processes is a plus.
• Ability to handle confidential information with discretion.

Responsibilities

• Assist with routine maintenance of employee files and records.
• Answer HR questions from applicants and employees; escalate when needed.
• Coordinate hiring events and new hire orientation.
• Schedule meetings, travel, conferences, and related activities.
• Prepare memos, charts, and visual presentations for HR programs.
• Maintain and update the HR filing system and perform ADP timekeeping tasks.
• Handle special projects and process improvements as assigned.

Skills

Administrative support

Timekeeping

Scheduling

Payroll assistance

Communication

Education

High School Diploma

Tools

Word

Excel

PowerPoint

ADP

Job description

The HR Admin role provides administrative and secretarial support to the HR department. In addition to typing, filing, and scheduling, the HR Admin performs duties such as timekeeping, payroll assistance, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload and to recommend changes in office practices or procedures.

Shifts: Sunday - Monday 1 pm - 9 pm & Tuesday - Wednesday 11 pm - 7 am (Thursday - Saturday - off)

Essential duties and responsibilities

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Assists with routine maintenance and auditing employee personnel files, records, and documentation to ensure accuracy and up-to-date.
• Assists or answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate HR personnel.
• Conducts or assists with hiring events and new hire orientation.
• Schedules and organizes complex activities such as meetings, travel, conferences, and gateway activities for all members of the gateway.
• Performs desktop publishing. Assists with creating and developing visual presentations for the gateway or HR department.
• Establishes, develops, maintains, and updates the filing system for the HR department.
• Conducts daily ADP maintenance as required, including entering employees in the time clock and general troubleshooting to ensure time clocks are fully functional (becomes resident expert).
• Performs daily audits of time clock punches and makes required corrections daily.
• Performs daily audits of scheduled hours vs actual hours worked.
• Updates employee attendance personnel files as required and provides local HR and Leadership with the appropriate follow-up to disciplinary action weekly.
• Conducts wellness checks via phone call for employees on leave or with extended absenteeism.
• Handles confidential and non-routine information and explains policies when necessary.
• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the HR department, which may include planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, and creating brochures.
• Assists with general correspondence, memos, charts, tables, graphs, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes.
• Other duties as assigned.

COMPETENCY/BEHAVIORAL REQ:

Adaptability

• Demonstrates flexibility in the face of change
• Projects a positive demeanor regardless of changes in working conditions
• Shows the ability to manage multiple conflicting priorities without loss of composure

Organization

• Time Management: Determines the appropriate allocation of time
• Space Management: Effectively manages the workspace (i.e., keeps a clean and organized office, appropriately handles all paperwork, maintains control over the physical environment, etc.)
• Task Management: Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines

Proactive

• Demonstrates the ability to foresee problems and prevent them by taking action
• Utilizes analytical skills and a broad understanding of the business to effectively interpret and anticipate needs

Communication Skills

• Listening skills: Understands that the most important aspect of communication is the act of listening and actively works to improve those skills
• Oral skills: Speaks with confidence using clear, concise sentences and is easily understood
• Written skills: Produces well‑thought‑out, professional correspondence free of grammatical and spelling errors
• Telephone/E‑mail: Uses high‑quality, professional oral and written skills (as described above) to project a positive image of the business

PHYSICAL DEMANDS: This is a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets, and bend or stand, as necessary.

Workenvironment This job operates in a professional office environment. This role routinely uses standard office equipment, including computers, phones, photocopiers, filing cabinets, and fax machines.

Other requirements and qualifications

Education: High School Diploma or Equivalent. Experience: Two years of administrative experience.

Knowledge: Strong working knowledge of PC computers, Word, Excel, and PowerPoint programs. Must pass a ten (10) year background check and pre‑employment drug test

Must have authorization to work in the U.S. as defined in the Immigration Act of 1986

Please note that this job description is not intended to cover or provide a comprehensive listing of the activities, duties, and responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Employee signature below constitutes employee's understanding of the requirements, essential functions, and duties of the position.

Must have a Valid Driver's License

Must have some Computer work experience