Job Description

SUMMARY

The HR assistant (Associate – Total Resources) role will be responsible for providing administrative support to members of the Total Rewards department.  This position will need to display a high degree of initiative and the ability to anticipate critical needs.

DUTIES AND RESPONSIBILITIES

May include, but are not limited to, the following:

Provide administrative support to the Total Rewards department.
Prepare reports in Word and/or Excel and assist with PowerPoint presentations.  May include formatting, editing, printing and/or copying text, data, and graphics. May also include preparing mail merge documents in Word, vlookup and other complex Excel formulas, and detailed formatting of presentations.
Review and route departmental mail; prepare and compose correspondence and memos.
Coordinate mail outs: maintain supply of envelopes, paper and necessary materials, prepare address lists using mail merge templates, stuff envelopes, prepare shipments, print delivery labels and track shipments as needed.
Support Verification of Employment inquiries along with other clerical responsibilities as may come up during regular course of business on weekly basis.
Maintain Total Rewards director’s and/or overall team calendar, travel arrangements and expense reports.
Schedule complex meetings and coordinate all related logistics.  This includes reserving conference rooms, ensuring that conference and video calls (including international) are ready, preparing meeting materials, welcoming guests and answering or directing inquiries, coordinating meal delivery, etc. 
Maintain office supply inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies and verifying receipt of supplies; acting as primary point of contact for the team in ordering supplies.
Submit and code vendor invoices in vendor invoice management system.
Provide phone and email support to the benefits help desk.
Provide phone support to the director or other team members by answering calls in their absence and working to ensure responses are provided in a timely manner.
Support the distribution of service award certificates or other payroll, compensation or benefits program related mail.
Prepare and deposit incoming checks; log health care payments, refunds, rebates, etc.
Develop/maintain a well-organized filing system that permits easy reference or retrieval of information.
Assist with key employee events (social activities, on-site events, holiday events).
Provide departmental support for various projects and corporate initiatives; arrange team meetings
Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications and establishing personal networks.
Comply with all Company policies and procedures.
Any additional responsibilities or tasks as assigned.

EDUCATION, EXPERIENCE AND QUALIFICATIONS

High School Diploma plus five years related experience supporting Human Resources or a Bachelors degree in Human Resources is required. 
Solid proficiency in Word, Excel, PowerPoint and Outlook.
Must demonstrate strong interpersonal and communication skills, both verbal and written.
Ability to work independently and to exercise good professional judgment.
Strong initiative, proactive manner and persistence in follow-up.
Proven ability to work effectively under pressure in a fast-paced environment.
Must be flexible and responsive, willing to work long hours where required.
Possess strong organizational skills with a proven ability to prioritize.
A high level of attention to detail and accuracy
Demonstrated business professionalism, respect for confidentiality and appropriate handling of sensitive information with tact, diplomacy and discretion
Ability to work well in a team environment, including cross-functional teams
Comfortable dealing with employees at all levels of the organization

PHYSICAL DEMANDS

While performing the duties of this job, the employee is frequently required to sit; stand; walk; use hands to touch, handle, or feel; reach with hands and arms; and talk or hear.  The employee is occasionally required to stoop, kneel, or crouch.  The employee must regularly lift and/or move up to 10 pounds, frequently.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The noise level in the work environment is usually moderate as normally based in an office.  Some of the work may be required in the operating units which can require usage of required Personal Protective Equipment including safety glasses, hearing protection, etc.  May also result in exposure to outside elements and may require usage of stairs and elevators.  Minimal travel may be required.