P&C Administrative Technician

AllCare Management Services•Grants Pass, OR

16h•$24 - $27•Onsite

About The Position

The People & Culture Administrative Technician provides general administrative support and customer service for AllCare Health’s People & Culture department. The role supports employees, applicants, visitors, and department staff through reception coverage, records and documentation maintenance, employee information entry and review, and routine recruiting, onboarding, orientation, and departmental activities. It helps keep daily processes organized, accurate, timely, and supported by complete documentation. The position is onsite in Grants Pass, Oregon, Monday through Friday, 8:00 a.m. to 5:00 p.m., with a one-hour lunch and two paid 15-minute breaks, for 40 hours per week. The employee may occasionally travel for work-related events and may need to use a personal vehicle for local travel, subject to mileage reimbursement. There are no on-call or supervisory responsibilities.

Requirements

High school diploma or GED.
One to two years of related experience and/or training in general office, administrative, clerical, or customer service support.
Valid Oregon driver’s license and vehicle insurance.
Excellent writing, editing, proofreading, organization, and time-management skills.
Strong computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel); ability to use standard office systems and equipment, enter database information, compose documents, create presentations, download forms, and preserve or back up data.
Knowledge of and compliance with HIPAA regulations and customer service and service recovery best practices.
Strong attention to detail and accuracy when entering, reviewing, and maintaining information; ability to maintain organized records and documentation.
Ability to operate standard office equipment and a multi-line phone system and to learn and follow established People & Culture processes, procedures, and systems.
Ability to handle confidential and sensitive employee and applicant information appropriately.
Professional communication and customer service skills; ability to collaborate with a diverse, multidisciplinary team and resolve customer concerns pleasantly and professionally.
Ability to prioritize competing timelines, meet deadlines, adapt to change, learn quickly, work with ambiguity, take initiative, and apply sound judgment.
Ability to read and interpret documents and procedures, write routine reports and correspondence, and speak effectively to groups of customers or employees.
Ability to perform basic arithmetic and interpret bar graphs.
Ability to apply common-sense understanding to instructions and solve problems involving several concrete variables in standardized situations.
Ability to perform essential duties with or without reasonable accommodation and without posing a direct threat to safety or health.
Ability to work onsite for all scheduled shifts and travel occasionally as needed for work-related events; local travel may require use of a personal vehicle, with mileage reimbursement subject to policy.
Occasionally lift and/or move up to 25 pounds; regularly sit, use hands to finger, handle, or feel, and talk or hear; occasionally stand, walk, and reach with hands and arms.

Nice To Haves

Previous administrative support experience in Human Resources or People & Culture is preferred.

Responsibilities

Provide friendly, professional service to employees, applicants, visitors, vendors, and other customers by phone, email, and in person; greet visitors, route inquiries, answer and route calls and messages, respond to routine questions, and monitor and route shared inbox requests.
Provide general administrative and clerical support, including preparing, organizing, scanning, copying, filing, and maintaining documents, forms, materials, and supplies.
Prepare routine correspondence, letters, forms, packets, spreadsheets, trackers, and other department materials.
Support meetings by scheduling, preparing materials, coordinating spaces, and taking and distributing minutes as assigned.
Assist with mail and supply needs, and coordinate temporary and visitor badges and distribution of employee badges.
Enter employee information and changes in People & Culture systems and records as trained and assigned; review forms for completeness and follow up on missing information.
Track and gather Personnel Action Forms, Approval to Hire documentation, job descriptions, approvals, signatures, and other supporting materials; maintain and retrieve files and records while preserving confidentiality.
Provide administrative and backup support for recruiting, onboarding, and orientation, including applicant screening, interview scheduling, candidate communication, onboarding documentation and tracking, and preparation of orientation materials and logistics.
Provide backup support during New Hire Orientation as needed, escalate questions or discrepancies requiring review, and coordinate employee nameplate orders.
Assist with audit preparation by gathering records, retrieving documentation, organizing files, and conducting routine file reviews; identify incomplete documentation and follow up as directed.
Support recordkeeping, department projects, system or data cleanup, file organization, document preparation, cross-training, and implementation of administrative processes and procedures.
Maintain punctual, regular, and predictable attendance; collaborate with the team, take direction from leadership, complete required training, and perform other assigned duties.