Administrative Assistant 2 - Human Resources

EASTERSEALS ARKANSAS•Little Rock, AR

3d•Onsite

About The Position

Provides administrative support to the Human Resources department and performs accurate data entry, inbox monitoring, audit support, records management, document scanning, and paperless-file conversion duties. The role involves managing incoming and outgoing mail, monitoring the HR department inbox, entering employee information into databases, creating and organizing personnel files, scanning and indexing physical and electronic records while maintaining confidentiality, and assisting with the HR paperless records project. The position also requires maintaining employee files, routing monthly reports, completing new hire checks, assisting with switchboard relief, ensuring paperwork accuracy, performing data entry for HRIS and LMS, and supporting internal and external audits. The employee must comply with all federal, state, and local laws and regulations and will not access client files or unauthorized protected health information.

Requirements

High school diploma or equivalent
Six months to one-year related experience and/or training
Equivalent combination of education and experience
Excellent analytical and organizational skills
Excellent written and verbal communication
Strong computer skills to use email, calendar, word processing, spreadsheet, video conferencing, and presentation software, as well as program-specific platforms
Proficient keyboarding and typing skills, with the ability to enter information accurately and efficiently
Computer savvy and able to learn and use new software, HR systems, scanning equipment, electronic document management tools, and other office technology
Strong orientation to deadlines and detail
Ability to manage a diverse and demanding workload

Responsibilities

Reads and routes incoming mail for department. Prepare outgoing mail.
Monitors the Human Resources department inbox; reviews, responds to, routes, and tracks messages and follow-up items in a timely manner.
Enters employee information into appropriate database.
Creates personnel files.
Organizes and files all documents in the appropriate sections in the personnel files.
Scans, uploads, indexes, labels, files, and retrieves physical and electronic personnel records while maintaining confidentiality and established recordkeeping practices.
Assists with the HR paperless records project by digitizing personnel documents, organizing electronic files, and verifying that scanned records are complete, legible, and stored in the appropriate location.
Maintains employee personnel, criminal history, and health files in current status.
Routes monthly reports to supervisors and/or employees as reminders of updates due for the month, including performance evaluations, driver’s license renewals, TB tests, professional licenses/certifications, auto insurance, and criminal backgrounds.
Completes Motor Vehicle Records and other checks on new hires, if applicable, and rechecks current employees as required.
Assists the receptionist with switchboard relief during lunch, breaks, and other times as needed. Gives information to callers or routes calls to the appropriate location.
Ensures that all paperwork is completed in its entirety.
Performs accurate and timely data entry, including new hire information in the HRIS and training hours in the LMS; verifies information for completeness and accuracy before entry or update.
Assists with internal and external audits by locating, reviewing, preparing, and organizing requested personnel records and supporting documentation; helps identify and follow up on missing documents.
Ensures terminated employee files are processed properly.