Perform a variety of Human Resources office duties to assist in department operation. Provide excellent customer service to HR department visitors, including employees and outside guests. Assist with daily routines of the Human Resources department, including but not limited to: records management, staffing, training, employee engagement, and compliance issues.
Staff the HR department window and main telephone line, answering routine questions related to HR services and directing customers to appropriate resources.
Support other members of the department by providing general administrative assistance such as copying, preparing documents and correspondence, conducting research, running reports, scheduling appointments, filing, preparing mailings, etc.
Create and maintain personnel (active and terminated) files, and file all employee documents as appropriate. Maintain personnel files in compliance with applicable legal requirements.
Coordinate storage and retention of HR records.
Assist with PSTA University and Leadership PSTA training programs, including scheduling attendees, updating database, reserving meeting rooms, coordinating refreshments, setting up equipment, and preparing material packets.
Administer recurrent physical requirements for DOT compliant positions. Send reminder letters and phone calls, intake physical exam paperwork, update employee records. Schedule recurrent exams as needed.
Update information in employee database and county-wide CTY system when needed, and notify appropriate staff.
Track department budget and expense information.
Coordinate on-boarding of new and prospective employees, including pre-employment physicals, background checks, and start date materials, activities, and processing.
Respond to employment verification requests for former and existing employees.
Assist coordination of interns at PSTA, and oversee interns assigned to the HR department.
Operate and arrange for the maintenance of office equipment such a fax machines, computers, copiers, and recycling. Ensure adequate paper supply in copier and fax.
Perform mail distribution within the HR department. Act as backup to the Executive Office for mailroom duties, as needed.
Receive and respond to Public Records requests from the Executive Office and/or the Risk Department.
Prepare monthly departmental office supply order, as approved by the HR Director.
Use various software on a daily basis, including Microsoft Word, Excel, Outlook, PowerPoint, FleetNet.
Coordinate department events and assist with company functions.
Make travel arrangements for HR staff and assist with p-card reconciliation.
Document routine job processes, and cross train others on these job duties. Learn basic functions of other HR positions to provide backup support when needed.
Maintain neat and professional environment in HR department, including ensuring document and information security.
Perform other duties as may be assigned.
Education: High school diploma or GED with supplemental courses or training in human resources, business administration or other related field.
Experience: Three years’ experience performing a variety of administrative duties. Prefer at least one year of experience in a Human Resources office, and at least one year providing outstanding customer service via telephone and in person.
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of: Knowledge of federal, state, and local employment laws and compliance requirements. Office management and administrative procedures, rules of grammar, spelling, punctuation and composition, establishment and maintenance of record keeping systems and procedures, effective telephone techniques.
Skilled in: Efficient and accurate typing, proficient use of personal computers with spreadsheet and word processing software (Microsoft Excel and Word, Outlook and Access I & II), basic mathematical computations.
Abilities: Establish and maintain effective working relationships with all levels of employees, maintain confidential information, prioritize work based on the ongoing demands of the department, prepare clear, concise and complete reports and correspondence, perform routine clerical duties, exercise initiative and work independently, operate a variety of office equipment and machines.
PSTA is an Equal Employment Opportunity Employer