Administrative Assistant

For External Applicants•Irvine, CA

51d•$28 - $31

About The Position

DUTIES AND ESSENTIAL JOB FUNCTIONS: Handles sensitive associate and company information with a high level of professionalism and confidentiality. Promotes customer satisfaction by responding to associate inquiries promptly and courteously, both in person and by phone. Takes initiative to interact with department team members and assist with tasks. Manages daily administrative tasks for the Human Resources department, including document management, supply ordering, and general HR support services. Maintains electronic and hardcopy employment records, prepares required documents as needed, and maintains the HR archive system. Establishes and maintains the HR archive system by scanning and uploading personnel files, Form I-9s, and other HR documents. Ensures files are accurately saved for easy retrieval. Prepares New Hire Packets for orientation and other employee documents as necessary. Assists with set-up and clean-up of company functions (i.e. birthday celebrations, luncheons, and associate recognition events); and other activities which will include driving to third party locations as necessary. Travels to pick up and/or deliver items which may include though not limited to: supplies, decorations, documents, and equipment. Maintains corporate office equipment, by placing service calls and ensuring copiers/faxes are ready for use on a daily basis. Maintains copier counts on a quarterly basis and allocates for accurate department usage charges; processes invoices for copiers and office supplies. Provides administrative support to the Human Resources Manager and Director as needed. Assists with additional HR projects and performs research as requested.

Requirements

High level of confidentiality, reliability, and dependability.
Exceptional attention to detail, with a commitment to accuracy and thoroughness in all tasks.
Strong ability to follow established procedures while maintaining a professional demeanor.
Excellent customer service and communication skills.
Strong interpersonal skills, capable of fostering positive relationships with both internal and external customers.
Initiative and the ability to adapt to change while managing multiple tasks effectively.
Advanced proficiency in MS Office applications (Word, Excel, Outlook) and familiarity with office machinery.
Strong email correspondence skills and the ability to prioritize responsibilities efficiently.
Must possess a valid driver’s license and proof of auto insurance.
High School Diploma or General Educational Development (GED) required.
Minimum recent two years’ experience as an Administrative Assistant in a fast-paced environment.
Previous recent hands-on experience supporting and working in a Human Resources department is required.

Responsibilities

Handles sensitive associate and company information with a high level of professionalism and confidentiality.
Promotes customer satisfaction by responding to associate inquiries promptly and courteously, both in person and by phone.
Takes initiative to interact with department team members and assist with tasks.
Manages daily administrative tasks for the Human Resources department, including document management, supply ordering, and general HR support services.
Maintains electronic and hardcopy employment records, prepares required documents as needed, and maintains the HR archive system.
Establishes and maintains the HR archive system by scanning and uploading personnel files, Form I-9s, and other HR documents.
Ensures files are accurately saved for easy retrieval.
Prepares New Hire Packets for orientation and other employee documents as necessary.
Assists with set-up and clean-up of company functions (i.e. birthday celebrations, luncheons, and associate recognition events); and other activities which will include driving to third party locations as necessary.
Travels to pick up and/or deliver items which may include though not limited to: supplies, decorations, documents, and equipment.
Maintains corporate office equipment, by placing service calls and ensuring copiers/faxes are ready for use on a daily basis.
Maintains copier counts on a quarterly basis and allocates for accurate department usage charges; processes invoices for copiers and office supplies.
Provides administrative support to the Human Resources Manager and Director as needed.
Assists with additional HR projects and performs research as requested.