Posting Date

Position summary

Provide administrative support to the HR team, including, but not limited to, VP of HR, Director of HR, Director of Training & Development, and Facilities Manager. 

Responsibilities and duties

1. Serve as go-to person in HR. Demonstrate a strong service attitude that represents a positive image of HR. Openly and regularly communicates to make sure others are completely informed in a timely manner. (Functions as the receptionist for HR:  is welcoming, always willing to be helpful, anticipates needs and responds, is flexible, shows sense of urgency, has high empathy, helps other administrative assistants as needed.) 

2. Provide administrative support. Open, sort and deliver mail, prepare and edit written communication as requested, schedule/coordinate meetings, record/distribute/file minutes as needed, maintain filing system/personnel files, pay bills/credit cards, etc.

3. Serve as payroll specialist: 

  • Monitor time records, enter approved payroll maintenance, create/maintain payroll reports, work with state/federal tax issues, and other reporting tasks as needed.
  • Ensure that payroll back-up procedures are current and back-up resource is adequately trained to do payroll up to once per month.
  • Maintain time off balances:  vacation, sick time, floating holiday, etc. Report data to supervisors.

4. Assist with recruiting process (during peak hiring, this could require more time)

  • Assist with job postings
  • Assist with resume reviews
  • Conduct initial phone interviews as requested
  • Assist with scheduling/coordinating interviews
  • Order and monitor background checks
  • Assist with applicant reference-checking and follow-up letters
  • Set up and maintain applicant tracking analysis; assist with monitoring, maintaining, and reporting recruiting process
  • Maintain/monitor diversity data
  • Assist with other recruiting tasks as requested

5. Assist in staffing process

  • Schedule new employee orientation, exit interviews, etc.
  • Distribute new employee material prior to hire date
  • Order and distribute name plates and badges, and coordinate employee pictures
  • Conduct office tours for new hires (and guests as requested)
  • Train new hires on ADP system (time records, navigating the system, etc.)

6. Create and maintain HR reporting systems: employee directory, tenure/birthday listing, RC staff budget, benefit reports, Bureau of Labor Statistics, quarterly manual fringe benefits, payroll deductions – Sharing Funds/United Way, terminations, staff changes, etc. 

7. Assist with maintaining performance management system.

8. Assist in maintaining the employee handbook.

9. Assist with various HR activities:

  • Order flowers and memorials
  • Order awards, service, designations, etc.
  • Assist with coordinating HR-sponsored events/meals, etc. (special breaks, flu shots, blood drive, etc.
  • Test center coordinator: Schedule and monitor exams/proctors, order materials, etc.       

10. Serve as primary back-up to licensing specialist. Also serve as back-up to receptionists.

11. Provide primary back-up to Policy Tech management.

12. Assist with other duties upon request. 

Qualifications

1.  Minimum of 2-4 years of administrative experience. Post high school training desired.

2.  Proven technology skills. Advanced working knowledge of PC-based software. Ability to analyze data, create and manipulate spreadsheets, data bases. Must be able to navigate various applications, and merge/import/export data.  (I.e., Excel, Access, ADP, BIZ Library, Vertafore, BrainShark, PolicyTech, etc.).

3.  Must have a strong service attitude:  a warm, pleasant, outgoing personality; proactively greets customers and offer to assist others.

4.  Must be flexible and adaptable. Willing to adjust to meet customer needs.  Takes initiative, anticipates needs and acts with a sense of urgency.  

5.  Excellent written and verbal communication skills. Must be able to keep information confidential.

6.  Must have excellent interpersonal skills to interact with employees and applicants, etc.

7.  Must be accurate, attentive to detail, exercise good judgment, able to effectively prioritize work and build in contingencies. 

8.  Strong organizational skills and the ability to multi-task with many interruptions. 

9.  Demonstrate strong empathy.

10.  Dependable. Ability to meet bi-weekly payroll processing deadlines.

11.  Experience with payroll and reporting systems desired.

12.  Strong math skills or accounting background helpful. Must be proficient with a calculator.

13.  Must be able to work effectively with a team.

Schedule: Full time

Location: Goshen, Indiana

Apply online