Administrative Assistant I-Iii - Human Resources

Job Purpose

Responsible for providing administrative support to Human Resources (HR), including coordinating various activities, maintaining records, and customer service. This position must have base knowledge of all employee benefits and Utility policies and practices in order to assist employees with questions and completion of forms and must function with the Manager’s and Director’s fullest confidence in handling of confidential information and data.

Department Specific Responsibilities

1. Perform administrative functions for department, including:
   1. Answer phones, screening and routing as needed. Take messages or assist callers as appropriate.
   2. Manage calendars and set meetings as directed by Supervisor and other staff.
   3. Create and send out correspondence for department, maintaining correspondence files as needed.
   4. Collect and distribute mail for the department.
   5. Keep accurate minutes from staff, departmental, and other meetings.
   6. Coordinate and schedule catering, and meeting set-up as requested.
   7. Maintain supplies for area and enter purchase and material requests for items needed in the computerized maintenance management system.
   8. Review and publish monthly anniversary reports.
   9. Manage phone number and address changes within the phone list and other various HR databases.
   10. Schedule employee and/or visitor tours of the AO or PP.
2. Process new hire first day and/or transfer and onboarding items, including scheduling and preparing new hire agenda, preparing new hire paperwork and mailing, creating new hire marketing, create onboarding books for new hires and transfers and schedule appropriate meetings for onboarding timeframe.
3. Maintain personnel files, job descriptions and Educational Reimbursement Program.
4. Schedule new hire physicals, including respiratory physicals and audiometric testing.
5. Prepare and submit Annual HR Purchase Orders.
6. Coordinate and support many of the special events and employee engagement activities throughout the Utility, including retiree breakfast, vaccination clinics, blood drives, Public Power Week, Cy-Hawk Day, Holiday Event Calendar, United Way Campaign, Employee Recognition Luncheon, Wellness events, and retirement events.
7. Maintain apprenticeship programs, including tracking and reporting hours to appropriate departments/entities and scheduling testing.
8. Backup/assist department staff as workload and projects require, including Open Enrollment, HRIS, FMLA, LTD, staffing, onboarding and orientations, etc.
9. Serve as departmental contact for employees and customers and handle routine questions or requests for employee assistance
10. Support compliance the Commercial Driver’s License Policy including reporting and recordkeeping, drug and alcohol testing, FMCSA Clearinghouse, and others duties as assigned.