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Administrative Assistant - Davie

 ADMINISTRATIVE ASSISTANT

FLSA Status:       Non-Exempt

EEO Class Code: Professional

Prepared Date:    June 27, 2016      

NATURE OF WORK

The Administrative Assistant will be responsible for support of the day-to-day operations of the Account and HR functions and will perform a variety of administrative duties to include, but not limited to: maintaining accurate and up-to-date records in assigned Human Resource Information Systems (HRIS), conducting all on-boarding tasks for all new personnel and off-boarding tasks for separating personnel, benefits administration, track and processing of performance review, track and maintain accuracy of various HR programs and procedures, respond to employment verifications, track and respond to HR mail correspondence, assist with employee relations/employee morale, assist with compliance, coordinate social events, and maintain company social media sites. Perform general clerical duties to include but not limited to: photocopying, faxing, scanning, mailing, filing, supply ordering, other office logistics. Perform other incidental and related duties as required and assigned

EXAMPLES OF ESSENTIAL DUTIES

  • Reflect a high level of excitement and energy when answering the phones, and interaction with people reporting to the office
  • Display a willingness to get things done
  • Must be a team player who is flexible to take on multiple tasks and projects to support various staff members
  • Manages the front office duties (phones, reception, filing, greeting guests)
  • Ensure all new hired applicants are processed in a timely manner through the onboarding process
  • Coordinates employee orientations, employee assistance, recreational activities, and other employee-related programs.
  • Assists with the benefits administration
  • Process changes including new hires, transfers, & terminations
  • Maintains confidentiality in all work performed
  • Designs and types forms, composes a variety of correspondence incidental to work assignments
  • Logs in all employee performance evaluations
  • Prepares completion of probationary appointment and performance evaluation forms for all probationary employees
  • Planning schedule for service delivery of dispatch services, contacting the client to confirm times, and contacting team members to coordinate times of service.
  • Communicate with technicians and other departments via email, text message and phone
  • Maintain scheduled calls on the Encompass Dashboard, making sure that all calls are scheduled on the appropriate technician and update the Director of Environmental Services as needed of technicians ETA
  • Make outbound calls to schedule, confirm, and survey upcoming or completed appointments
  • Manage customer concerns and work to resolve them efficiently and effectively
  • Uphold accurate system for tracking staff over a variety of shifts
  • Develop work schedules by allocating staff in shifts and positions
  • Assume responsibility for timekeeping and time off requests
  • Ensure compliance with internal and external policies and regulations
  • Maintains confidentiality in all work performed
  • Designs and types forms, composes a variety of correspondence incidental to work assignments
  • Provide Fast and Friendly customer service to both internal and external customers
  • Other assigned duties as directed by management
  • Performs related tasks as required

KNOWLEDGE, SKILLS AND ABILITIES

  • Knowledge of one or more personnel functions, including recruitment, compensation, record keeping, training, or other related functions
  • Knowledge of general personnel management with unwavering regard to confidentiality
  • Knowledge of modern office equipment, practices, and procedures which include MS Office products including Word, Excel, & PowerPoint
  • Some knowledge of Title VII laws, rules & regulations including performance evaluations, and EEOC rules and regulations
  • Ability to carry out complex oral and written instructions
  • Ability to achieve rapport and deal effectively and persuasively, with the public, employees, supervisors, and managers, both verbally and in writing

MINIMUM REQUIREMENTS

  • High School Diploma or equivalent (Required)
  • Bilingual English with Spanish (Required) 
  • Florida Driver’s license

PHYSICAL DEMANDS

  • Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact
  • Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to, computer, calculator, copier, and fax machine
  • No significant standing, walking, moving, climbing, carrying, bending, or kneeling
  • Some reaching, sitting, standing, pushing, pulling, crawling, and handling

SUPERVISION RECEIVED

  • General supervision is received from the Director of Environmental Services who confers on difficult problems and reviews completed work for quality of professional results. Tasks are usually performed under little direct supervision allowing use of independent judgment.
  • Reports to Talent Manager for all duties related to Human Resources.

SUPERVISION EXERCISED

  • None
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