Administrative Assistant To Director, Human Resources

Administrative Assistant to Director, Human Resources

Category

Human Resources

Job Location

4980 Bayline Drive, North Fort Myers, Florida

Tracking Code

627-376

Position Type

Full-Time/Regular

JOB TITLE: Administrative Assistant to Director, Human Resources

Location: North Fort Myers Business Office

Work Hours: 7:30 to 4:00 pm; Monday through Friday

Our benefits include:

• Company-wide annual incentive plan

• Medical, vision and dental insurance

• 401(k) plan with a generous 6% company match

• Company funded Pension Plan

• On-site wellness/medical facility

• Company paid Short & Long-Term Disability insurance

• Health Savings Account with an employer contribution

• Flexible Spending Accounts

• Paid time off and paid holidays

• Wellness program with financial rewards

• Tuition reimbursement

• Group life insurance

• Critical Illness and Accident Insurance

LCEC provides reliable, cost-competitive electricity to more than 242,000 customers throughout a five-county service territory located in Southwest Florida. We employ approximately 425 skilled employees and are one of more than 900 electric distribution cooperatives located throughout the United States. LCEC has been recognized locally and statewide as an industry leader and continually receives acknowledgment for the work that our employees do in the community along with other civic, environmental and professional honors.

Position Summary: This position provides administrative support to the Human Resources Director as well as the Director's team and is responsible for the entry and maintenance of data into various HR technology systems. The Assistant also serves as the liaison between the Director and the HR department and internal and external customers. This position is responsible for the administrative office management of the HR Department and to manage the department budget.

Position Responsibilities

• Provide excellent customer service while acting as receptionist for the department, providing accurate information courteously and within a timely manner to include directing concerns and forwarding messages to appropriate individuals for resolution.

• Respond to and coordinate the Ask.HR email and phone line, i.e., assist employees via telephone, mail, in person, and/or email.

• Assists the Director and HR team on a daily basis with various administrative tasks.

• Handles and/or coordinates all administrative functions, researches issues and provides appropriate answers/solutions.

• Process incoming mail, purchase office supplies and memorial flowers.

• Schedule meetings, coordinate travel itineraries for HR team members and candidates traveling for interviews.

• Prepare correspondence, create booklets and presentations as needed.

• Maintain bulletin board postings and distribution of HR Department notifications; send memorial emails.

• May participate in program coordination, conducting research, developing charts, graphs, tables and reports in addition to creating presentations.

• Provide administrative support to various HR Technologies as assigned to include data entry as well as generating reports from systems as requested. Ensure data and reports regarding employee records are accurate and current to include up to date employee status changes.

• Organize and maintain all department records and filing; create and maintain employee personnel and benefits files.

• Assist with departmental records retention and purging processes under the direction of HR Business Partner and in accordance with guidelines and regulations.

• Serve as the SharePoint administrator and content manager for Human Resources page on Linus.

• Coordinate development and tracking of metrics as assigned and ensure integrity of data used to track metrics.

• Assist with maintenance and tracking of HR Report Card to include responsibility to create presentation for monthly metrics review.

• Serve as LMS (Learning Management System) administrator and maintain employee records to include adding new hires and maintaining changes and updates for employees.

• Provide first level support for LMS problem resolution; escalate advanced problems to HR Specialist as needed.

• Assign employee training and policy reviews as directed to input and track training activities and events to include Open Enrollment & State of LCEC meetings.

• Review, track, and document compliance with mandatory and non-mandatory training.

• Develop and track the departmental budget to include creating and maintaining complex spreadsheets and utilizing various query tools for tracking and reporting results.

• Prepare and submit purchase requisitions, expense reports and check requisitions as needed.

• Verifies accuracy of vendor invoices and submits for payment on a timely basis.

• Prepare and submit expense reports and check requests for the department.

• Code expense invoices and submit to A/P for payment.

• Pro-card reconciliation and submission.

• Ensure compliance with LCEC Purchasing Policy.

• Responsible for administrative management of HR vendors.

• Assist with new hire orientation, annual benefits open enrollment, Wellness/ Fitness program coordination and other programs as needed.

• Display a positive and professional demeanor to prospective candidates and newly hired employees.

• Maintain and ensure the integrity and confidentiality of HR and employee data and records.

• May work with the process optimization and IT teams to design processes and define functional and non-functional requirements for applications and solutions.

• Maintain effective working relationships with employees and customers at all levels within LCEC.

• Ensure smooth operations, productive communications, and effective understanding during all interpersonal contacts.

• Provide current and accurate information to all requesters, courteously and in a timely manner.

• Other duties and special project work as assigned.

Education

• High School Diploma or General Equivalency Diploma (Required) and

• 4 years of experience in a human resources environment or

• Associate's Degree Business Administration or Human Resources or similar course of study (Required) and

• 2 years' experience in business office environment or

• Bachelor's Degree in Business Administration or Human Resources (Preferred)

Experience

• 2+ to 5 Years progressively responsible experience in business environment (Required)
• 7+ to 10 Years progressively responsible experience in a corporate environment to include experience preparing and ensuring accuracy and accountability of division budgets (Preferred)

Knowledge, Skills, and Abilities

• Proven ability to learn quickly (Required)
• Strong proficiency with Microsoft Office Professional Suite - including Word, Excel, Outlook, PowerPoint, and SharePoint (Required)
• Previous experience working in Human Resources Technology (Required)
• Strong written & oral communication skills (Required)
• Strong organizational skills with ability to multi-task (Required)
• Ability to coordinate information and deadlines from multiple individuals within and outside of the division. (Required)
• Flexible and adaptive; collaborative work ethic (Required)
• Attention to detail; dedication to quality work output (Required)
• Ability to think critically; act proactively and solve problems independently (Required)
• Good numerical computation and numeric reasoning skills (Required)
• Demonstrated ability to interface with all levels in the organization. (Required)
• Ability to maintain a high level of confidentiality, manage sensitive situations and demonstrate professional discretion (Required)
• High energy with ability to work in a fast paced, quickly changing environment (Required)
• Demonstrated positive and supportive team attitude (Required)
• Customer service orientation (Required)
• Previous experience with benefit plan administration (Preferred)
• Previous experience with UKG Read HCM Platform (Preferred)
• Professional HR Certification (Preferred)

Physical Demands and Working Environment: The physical demands and working environment characteristics described here must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

Standing Occasionally,

Walking Occasionally,

Sitting Constantly,

Lifting Rarely,

Carrying Rarely,

Pushing Rarely,

Pulling Rarely,

Climbing Rarely,

Balancing Rarely,

Stooping Rarely,

Kneeling Rarely,

Crouching Rarely,

Crawling Rarely,

Reaching Rarely,

Handling Occasionally,

Grasping Occasionally,

Feeling Rarely,

Talking Constantly,

Hearing Constantly,

Repetitive Motions Frequently,

Eye/Hand/Foot Coordination Frequently

• Working Environment: Frequently Air-conditioned office environment, Rarely Extreme cold, Rarely Extreme heat, Rarely Humidity, Rarely Wet, Occasionally Noise, Rarely Hazards, Rarely Temperature Change, Rarely Atmospheric Conditions, Rarely Vibration.

STORM DUTY REQUIREMENTS.... Responding to storms will be considered a condition of employment: LCEC provides critical services to our community during an emergency. Employees are required to participate in the response/recovery activities related to emergencies/disasters to maintain service to our LCEC members. Employees are required to work in their normal job duties or other assigned activities. Proper compensation will be made in accordance with the company's guidelines and procedures.

Please note that at the time a candidate is made a job offer, the candidate will be subject to a background check and a drug screening.