701-Human Resources - 2041-701 Admin Specialist

Village Management Services Inc • Laguna Woods, CA

10d • Onsite

About The Position

Under general supervision, performs receptionist activities and a variety of routine clerical duties. Assists in the conduct of a centralized personnel administration program; and performs related work as required. Work involves regular contact with other divisions, departments, residents, vendors, and the public.

Requirements

• Graduation from high school and including, or supplemented by courses in keyboarding
• Some experience in keyboarding or general clerical work or equivalent combination of education and experience which produces the following:
• Bilingual in English and Spanish; Conversational and writing
• Knowledge of the safety hazards and necessary precautions of the job
• Knowledge of the computer and applicable software programs to perform the job
• Knowledge of modern office equipment, practices and procedures
• Knowledge of business English, spelling and arithmetic
• Ability to maintain adequate and accurate production of repetitive work during normal work periods
• Ability to set-up and type a variety of letters, records and reports
• Ability to relate to the needs and concerns of senior citizens
• Ability to read, understand, interpret and explain rules and regulations
• Ability to prepare routine reports and answer questions from records
• Ability to maintain effective working relationships with other employees and the public and to deal with public relation problems courteously and tactfully
• Ability to communicate effectively in Spanish both orally and in writing

Responsibilities

• Greets employees, applicants, and guests and directs individuals to proper location or individual
• Provides routine information to employees and callers
• Answers telephone and assures front office coverage
• Opens, sorts and distributes mail
• Provides information to the public concerning position openings and activities
• Communicates in English and Spanish to job applicants and Spanish-speaking employees
• Checks employment applications to ensure completeness
• Forwards original application to assigned HR Generalist
• Assists in coordinating HR employee events
• Assists in coordinating New Hire Bus Tours
• Tracks Sexual Harassment training certifications for new hires and retraining
• Performs a bi-annual I-9 audit of active employees
• Verifies the accuracy and completeness of Human Resources files optically imaged by MIS
• Accesses and retrieves documents from the OnBase system
• Assists in tracking and processing invoices and check requests
• Assists Human Resources staff with projects including preparing material on the computer, filing, copying and distribution of materials
• Works effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner
• Listens to and objectively considers ideas and suggestions from others
• Keeps commitments
• Keeps others informed of work progress via tracker, timetables and issues
• Addresses problems and issues constructively to find mutually acceptable and practical business solutions
• Addresses others by name, title or other respectful identifier
• Respects the diversity of our work force in actions, words and deeds
• All duties performed on site for the Community
• Translates letters, doctor’s notes and other correspondence when translating service is unavailable or of urgent matters
• Drives a vehicle to meetings, workshops, and other job-related responsibilities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED