Executive Assistant

Job Summary:

Provide support to the executives in multiple areas such as HR, Accounting,  benefits, staffing and employee relations. Maintain files. Process new hires, status changes and terminations.  Prepare special reports such headcount and department lists.  Act as a resource to employees regarding policies, contracts, and benefits. Assists the Human Resources Manager with new process development and continuous improvement. Assist Accounting Manager with accounts receivable, accounts payable, bookkeeping.

Essential Job Functions:

• Hiring and On-boarding – Prepare contingent offer letters and coordinate all steps of the hiring process with the applicant including background screening and the I-9 process. Keep the hiring manager informed and notify affected departments as necessary.  Enter all new hire data in HR Systems and maintain appropriate records.  Create a successful on-boarding experience for new hires that includes providing key first day information, coordinating with other departments and welcoming the employee on their first day.
• Benefit Administration – Counsel employees on available benefit options and coordinate enrollment with the benefits providers.  Responsible for maintaining enrollment forms, enrolling employees in the various benefit plans, reconciling monthly billing statements, and tracking monthly benefit costs. Primary interface with insurance carriers and providers related to the Health Savings account option.  Work with the Human Resources Director to plan benefit changes and open enrollment.
• Employee Maintenance – Maintain employee records and process all status changes such as department changes and salary changes in HRIS and hard copy files as appropriate.  Coordinate and communicate changes with Payroll.  Respond to manager and employee requests for information as well as requests for employment verification.  Provide data and support for a variety of processes such as immigration, EEO reporting, and emergency action planning. 
• Terminations – Process all terminations and coordinate COBRA enrollment.
• Accounting support as needed in accounts payable, accounts receivable, bookkeeping, running reports.

Requirements

Minimum Requirements:

• High school diploma or equivalent.
• Minimum of three years of job-related experience.

Knowledge, Skills and Abilities Required:

• Basic knowledge of human resource practices and applicable laws.
• Excellent communication skills, both verbally and in writing, with employees, managers, and individuals outside the company.  Good to excellent spelling and grammar skills.
• High level of interpersonal skills to handle sensitive and confidential situations and documentation
• Ability to maintain a high level of confidentiality.
• Ability to successfully multi –task.
• Highly proficient in using a variety of computer software applications and web-based applications.  Intermediate/strong skills in Microsoft Excel.
• Attention to detail in composing, typing and proofreading materials, establishing priorities and meeting deadlines.
• Basic knowledge of accounting practices

Working Conditions / Physical Requirements:

Work is performed in an office setting, with frequent use of a computer.

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Pay:

$35 per hour.

Benefits

• Health Insurance
• Paid Time Off
• 401(k)