HUMAN RESOURCES ADMINISTRATOR

Regional Economic Community Action Program Inc; City of Middletown (NY); On-site; USD 18,000 - 32,000; Part time

Benefits offered by this job

Medical, dental, and vision insurance.

Company-sponsored life insurance.

Employee Assistance Program (EAP).

Paid Time Off (PTO) and vacation time.

AFLAC supplemental insurance.

401(k) retirement plan.

Job summary

Regional Economic Community Action Program Inc is seeking an Administrative Assistant to support the Human Resources team with data entry, document prep, and scheduling. The role requires handling confidential information with discretion and maintaining organized records.

Part-time position with potential to transition to full-time. The ideal candidate brings 1–3 years of admin experience, a NYS driver's license, and proficiency in MS Office.

Qualifications

• High school diploma or GED required.
• 1–3 years of administrative experience preferred.
• Valid New York State driver’s license.
• Proficiency with Microsoft Office Suite.
• Excellent written, verbal, interpersonal, and collaborative communication skills.
• Demonstrated commitment to confidentiality and discretion.
• Ability to work independently and in a team.
• Ability to manage multiple responsibilities and priorities.

Responsibilities

• Provide administrative support to the HR team, including data entry and document preparation.
• Schedule meetings and maintain HR staff calendars.
• Prepare correspondence, reports, and presentations.
• Maintain HR records and document management.
• Greet visitors and respond to inquiries professionally.
• Assist with special projects and departmental initiatives as assigned.
• Handle general clerical duties such as photocopying, scanning, and filing.

Skills

Organizational skills

Communication skills

Attention to detail

Discretion & confidentiality

Time management

Teamwork

Independent work

Education

High school diploma or GED

HR certifications are a plus

Tools

MS Word

MS PowerPoint

MS Excel

MS Publisher

MS Outlook

Job description

Description

POSITION SUMMARY

The Administrative Assistant reports to the Senior Director of Human Resources and provides administrative, organizational, and clerical support to the Human Resources Department. This position assists with the efficient day-to-day administration of departmental activities, including document management, correspondence, scheduling, data entry, communication, recordkeeping, and general administrative support.

The Administrative Assistant is responsible for handling confidential employee, applicant, and organizational information with a high level of discretion, professionalism, and sound judgment. The position requires the ability to appropriately manage sensitive information, maintain confidentiality, and determine when information should be shared with or escalated to the appropriate Human Resources staff.

This is a part-time position with the potential to transition to full-time employment as organizational needs evolve.

REQUIRED QUALIFICATIONS

• High school diploma or GED equivalent required.
• Human Resources certifications are a plus.
• One (1) to three (3) years of administrative experience preferred.
• Valid New York State driver’s license.
• Proficiency with Microsoft Office Suite, including Word, PowerPoint, Excel, Publisher, and Outlook.
• Strong attention to detail and organizational skills.
• Strong problem-solving and time-management skills.
• Excellent written, verbal, interpersonal, and collaborative communication skills.
• Demonstrated commitment to confidentiality and discretion.
• Ability to work independently and in a self-directed manner while also working effectively as part of a team.
• Ability to understand, interpret, and apply applicable administrative principles, practices, policies, and procedures.
• Ability to manage multiple responsibilities and priorities in a professional environment.

ESSENTIAL FUNCTIONS

Human Resources Administrative Support

• Provide administrative support to the Human Resources team, including data entry, scanning, copying, document preparation, and correspondence.
• Assist with the preparation, distribution, collection, and tracking of employment-related forms and documents.
• Prepare correspondence, reports, spreadsheets, forms, presentations, and other administrative documents as requested.
• Support Human Resources staff with routine reporting, data collection, tracking, and administrative requests.
• Assist with special projects and departmental initiatives as assigned.
• Perform general clerical duties, including photocopying, scanning, faxing, data entry, and other administrative tasks.

Communication and Customer Service

• Manage and maintain the Human Resources Department’s shared email inbox, ensuring inquiries are reviewed, organized, and routed appropriately.
• Answer incoming telephone calls and provide agency-wide navigation support by directing employees, applicants, clients, and visitors to the appropriate resources and departments.
• Greet and assist visitors, employees, and applicants in a professional, courteous, and respectful manner.
• Maintain professional communication with employees, applicants, vendors, visitors, and other internal and external contacts.
• Exercise sound judgment when determining whether inquiries should be addressed directly or escalated to Human Resources leadership or another appropriate staff member.

Scheduling and Meeting Support

• Schedule appointments, meetings, interviews, and other calendar requests for Human Resources staff.
• Maintain departmental calendars, contact lists, tracking logs, and other administrative records.
• Assist with meeting preparation, including scheduling, room setup, preparation of materials, and note-taking as needed.
• Coordinate training and conference registrations and maintain related documentation.

Records and Document Management

• Scan, upload, organize, and convert paper documents into electronic records to support document management and accessibility.
• Maintain accurate and organized departmental records and tracking documents.
• Support the proper handling, filing, and retention of Human Resources documents in accordance with applicable policies and procedures.
• Handle confidential employee, applicant, and organizational information with the highest level of discretion and professionalism.

Departmental Operations and Fiscal Support

• Monitor and maintain Human Resources Department supplies and submit purchasing requests as needed.
• Process administrative and fiscal requests, including departmental supply orders, travel documentation, reimbursements, and related paperwork.
• Sort, distribute, and process incoming and outgoing mail and deliveries for the Human Resources Department.
• Assist with maintaining an organized and efficient departmental work environment.

Additional Responsibilities

• Support Human Resources staff with special projects and organizational initiatives.
• Attend meetings, trainings, and professional development activities as assigned.
• Maintain reliable attendance and punctuality.
• Perform other job-related duties as assigned.

COMPLIANCE RESPONSIBILITIES

The Administrative Assistant is expected to:

• Maintain confidentiality of employee, applicant, client, and organizational information.
• Follow all applicable federal, state, and local laws and regulations.
• Comply with RECAP policies, procedures, and established administrative practices.
• Handle Human Resources records and information in accordance with applicable confidentiality and records-management requirements.
• Complete required training and maintain competency related to assigned responsibilities.
• Exercise appropriate judgment when handling sensitive or confidential information.
• Promptly escalates matters requiring Human Resources leadership review or intervention.

BENEFITS

Benefits are available upon eligibility for full-time employment and may include:

• Medical, dental, and vision insurance.
• Company-sponsored life insurance.
• Employee Assistance Program (EAP).
• Paid Time Off (PTO) and vacation time.
• AFLAC supplemental insurance.
• 401(k) retirement plan.