Administrative Assistant (Human Resources)

NNGE•Flagstaff, AZ

12d•Hybrid

About The Position

This position provides administrative support with a variety of functions including filing, sorting, copying, collating information, and fulfilling requests for information. The role involves answering the telephone and relaying messages with professional etiquette. It also provides information and assistance to job applicants regarding the job search and application process, and answers routine questions about job vacancies and application status. The position offers general information and answers routine questions regarding the application of human resources policies and procedures to employees, referring complex issues to specialist HR staff. Data entry into the human resources information system and application database is required under guidance. The role assists in scheduling testing and screenings for applicants, maintains calendars and appointments, and provides backup to other HR team members. Travel arrangements, preparation and submission of travel-related documents, and maintenance of travel information are also part of the duties. The position prepares, submits, and tracks order and payment-related accounting documents, and contributes to the team effort by supporting Human Resources and Training areas to meet department goals. Coordination and arrangement of conferences, programs, meetings, training logistics, and other events are required. The role maintains records, reports, and logs pertaining to employee records and training. Preparation of correspondence, reports, minutes, agendas, memos, forms, directories, and other documents from drafts, recordings, or verbal instructions is necessary. Editing and reviewing all correspondence and documents for correct grammar, punctuation, and spelling is a key responsibility. Maintaining an effective filing and retrieval system for department and personnel files, including all HR-related documentation, is crucial. The position maintains and operates office equipment, performing or coordinating general maintenance and repair. Photocopying, collating, distributing, and filing documents are routine tasks. Managing and maintaining all faxes, including outgoing transmittal, retrieval, fax logs, and distribution, is required. Maintaining a current inventory of office supplies and coordinating purchase orders as needed is part of the role. Assistance with the preparation and setup of employee appreciation events and coordinating department special events, including processing Banquet Event Orders, are also duties. The position requires maintaining strict confidentiality of all privileged information and collecting and compiling data to create monthly reports. Other duties as required will be performed.

Requirements

High School Diploma or GED
Three (3) years administrative or secretarial experience within a Human Resources environment.
Intermediate or above level of computer skills.
Ability to type 45 words per minute with minimal errors.
Ability to communicate effectively, both verbally and in writing.
Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
Ability to maintain and enforce confidentiality.
Ability to analyze situations and implement appropriate course of action.
Ability to establish and maintain professional relationships with co-workers at all levels.
Ability to work independently, manage multiple assignments, and meet strict time lines.
Ability to make solid decisions and exercise independent judgment.
Ability to demonstrate excellence in all areas, and continually seek quality improvement in results.
Ability to interpret applicable federal, state, county and local laws, regulations, and requirements.
Must be twenty-one (21) years of age.
No felony, theft or stealing convictions.
Must be able to successfully pass a pre-employment drug and alcohol screen.
Must be able to successfully pass a background investigation.
Must be able to obtain and maintain gaming license.

Nice To Haves

Associates degree preferred.
Advanced proficiency in operating various word-processing, spreadsheets, and database software programs in a Windows environment, specifically Word, Excel, Access and PowerPoint.
Skill in analyzing problems, projecting consequences, identifying solutions, and implementing recommendations.

Responsibilities

Provide administrative support including filing, sorting, copying, collating information, and fulfilling requests for information.
Answer the telephone and relay messages, ensuring professional etiquette.
Provide information and assistance to job applicants regarding the job search and application process.
Assist applicants with routine questions about job vacancies and application status.
Provide general information and answer routine questions regarding the application of human resources policies and procedures to employees.
Refer questions or concerns requiring policy interpretation to specialist HR staff.
Enter routine employee source data into the human resources information system and application database.
Assist in scheduling testing and screenings for applicants.
Maintain calendars and appointments; schedule appointments.
Provide backup and assistance to other HR team members.
Arrange travel, prepare and submit travel-related documents, and maintain travel information.
Prepare, submit, and track order and payment-related accounting documents.
Contribute to the team effort by providing support to Human Resources and Training areas.
Coordinate and arrange conferences, programs, meetings, trainings logistics, and other events.
Maintain records, reports, and logs pertaining to employee records and training.
Prepare correspondence, reports, minutes, agendas, memos, forms, directories, and other documents and communications.
Edit and review all correspondence and documents for correct grammar, punctuation, and spelling.
Maintain an effective filing and retrieval system of department and personnel files.
Maintain and operate office equipment and perform or coordinate general maintenance and repair.
Photocopy, collate, distribute, and file documents.
Manage and maintain all faxes, including outgoing transmittal, retrieval, fax logs and distribution.
Maintain a current inventory of office supplies and coordinate purchase orders.
Assist with preparation and set up of employee appreciation events.
Receive, sort, log, and route mail.
Schedule, attend meetings, prepare meeting material and take minutes.
Coordinate Department special events and process Banquet Event Orders.
Maintain strict confidentiality of all privileged information.
Collect and compile data to create monthly reports.
Perform other duties as required.