HR Administrative Assistant Job at Newark Housing Authority in Newark

HR ADMINISTRATIVE ASSISTANT

Summary

This position supports the Chief Human Resources Officer in all aspects of HR activities.

Essential Duties and Responsibilities

The below statements are intended to describe the general nature and scope of work being performed by this position.  This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

• Assists Chief Human Resources Officer in all administrative tasks of the Human Resources department, supporting all Authority operating departments.
• Maintain the calendar of the Chief Human Resources Officer.
• Coordinates various division functions within the
• Ensures that project target dates and/or deadlines are
• Assists in processing personnel transactions including separations, promotions, leaves, transfers, reclassifications, and recruitment.
• Assists in the administration of all performance management activities and disciplinary actions.
• Recommends organizational arrangements, performance criteria, and administrative policies designed to help achieve organizational goals and purposes of its
• Resolves problems that may arise and refer critical delays, as necessary, to the Chief Human Resources
• Serves as liaison with other departments and agencies to alleviate management and administrative
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Maintains accurate and up-to-date human resource files, records, and
• Conducts or assists with new hire
• Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement
• Plans, schedules, and/or attends meetings and conferences, and prepares reports thereon.
• Maintains the integrity and confidentiality of human resource files and
• Performs periodic audits of HR files and records to ensure that all required documents are collected and filed
• Provides employee information to authorized persons as requested.
• Assists in explaining and distributing information on company personnel policies, benefits, and procedures to employees or job applicants.
• Answers questions regarding examinations, eligibility, salaries, benefits, and other pertinent information.
• Expedites and coordinates services such as maintenance, repairs, supplies, and mail distribution.
• Supports all Human Resources department activities and serves as back-up for other department staff as needed; works as a team member.
• Performs other related duties as assigned.

Behavioral Competencies                                 

To perform the job successfully, an individual should demonstrate the following behavioral competencies:

Commitment: Sets high standards of performance; pursues aggressive goals and works hard/smart to achieve them; strives for results and success; conveys a sense of urgency and brings issues to closure; and persists despite obstacles and opposition.

Customer Service: Meets/exceeds the expectations and requirements of internal and external customers; identifies, understands, monitors and measures the needs of both internal and external customers; talks and acts with customers in mind; and recognizes working colleagues as customers.

Effective Communication: Ensures important information is passed to those who need to know; conveys necessary information clearly and effectively orally or in writing; demonstrates attention to, and conveys understanding of, the comments and questions of others; and listens effectively. 

Responsiveness and Accountability: Demonstrates a high level of conscientiousness; holds oneself personally responsible for one's own work; and does fair share of work.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Competencies

• Knowledge of key policies, procedures, functions, and staff in the HR Department
• Knowledge of the larger NHA organizational structure, key functions, staff, and their impact on the HR Department

• Knowledge of applying a wide range of local and federal laws affecting health, life, and dental insurance programs
• Knowledge of applying a wide range of records management laws, regulations, processes, and procedures
• Experience preparing reports, summaries, and presentations incorporating findings and conclusions
• Experience interpreting written paragraphs in work-related documents and applying correct correspondence formatting, rules of grammar, spelling, and punctuation

Education and/or Experience

Associate's degree (A.A.) or equivalent from two-year college or technical school (B.A. preferred); and a minimum of 5 years’ experience as an administrative assistant, preferably as an executive assistant and in a Human Resources department; or equivalent combination of education and experience.