Job Title: Human Resources Assistant (HR Admin)
Department: Human Resources
Location:
Office Name: Seaboard Marine - PortMiami
Address: 1630 Port Boulevard
City: Miami-FL
Postal Code: 33132
Country: US
Description:
Starting rate: $17 per hour
Long-term employment with opportunities for growth
We offer excellent benefits from day one, including:
- 401(K) Retirement Saving Plan
- Health, Dental and Vision insurance
- Life insurance
- Paid holidays
- Paid time off
- Other benefits
POSITION SUMMARY:
This position is responsible for performing administrative tasks to support the effective and efficient operations of the Human Resources department. 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 ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
GEOGRAPHIC REGION:
Please note applications out of the geographic region for position applied will not be considered.
QUALIFICATIONS:
Required
- One (1) year of experience handing administrative tasks working in an office environment.
- Intermediate to advanced computer skills in programs such as MS Word, Excel & Outlook.
- Bilingual (English/Spanish). Thorough knowledge of business English and Spanish, including proper spelling and punctuation.
- Ability to accurately process alpha/numeric information.
- Able to define problems, collect data, establish facts, and draw valid conclusions.
- Ability to work independently with limited supervision, multitask and possess strong initiative.
- Ability to prioritize, be organized, and detail oriented.
- Ability to consistently meet deadlines.
- Ability to establish and maintain effective working relationships with customers, vendors and fellow employees.
- Ability to work a flexible schedule, extended hours, holidays, and/or weekends as needed.
Preferred
- Experience completing Human Resources related tasks.
- Degree in Human Resources or related field.
- Familiarity with federal, state, and local employment laws as well as general HR principles and practices.
DUTIES AND RESPONSIBILITIES:
Primary
- Answer departmental phone calls from employees, customers and vendors. Respond to frequently asked questions from employees relative to standard policies, benefits, hiring processes, etc. Refers more complex questions to appropriate HR team member or management
- Distribute correspondence from the departmental inbox and faxes periodically throughout the day.
- Prepare letters, memos, and reports upon request.
- Processes invoices (uniforms, facility maintenance, etc.) for approval and maintain vendor files up to date. Performs audit of cleaning contractor, reviews vendor contracts and ensures insurance certificates for vendors are updated.
- Completes all digital filing and maintains employee records up to date.
- Prepare the new hire paperwork and conduct the new hire orientation. Handles issuance of access control to facilities and buildings.
- Assist employees with benefits (i.e. medical claims, invoices, retirement savings plan, etc.). Sends e-mail confirmations to employees once enrolled and reminders for enrollment.
- Handle paid time off (PTO) requests (i.e. stamp PTO form, return employee and supervisor copy to employee, file accordingly) and other payroll inquiries.
- Manage the renewal process for credentialed employees, including drafting and delivering communications to relevant employees; receiving employee credential documentation; reviewing and assessing the validity of employee credential documentation.
- Maintain database of employee credentials; audit database to ensure that records are accurate and current.
- Preparing status change forms upon request.
- Must maintain confidentiality of all employee information and adhere to all HIPAA related policies and procedures.
Secondary
- Assist with the processing of bi-weekly payroll activities such as entering missing punches and transferring employee hours.
- Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
- Cross train and serve as back up for Receptionist.
- Perform additional duties as assigned.
PHYSICAL REQUIREMENTS:
- While performing the duties of this job, the employee is regularly required to use their fingers.
- The employee frequently is required to talk and/or hear.
- The employee is continuously required to sit.
- The employee is occasionally required to stand and walk.
- The employee must occasionally lift and/or move up to ten (10) pounds.
- Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
SAFETY REQUIREMENTS:
- Report safety hazards
- Immediately report incidents involving injury, illness, or property damage
- Wear protective PPE (Personal Protective Equipment) as instructed or necessary
- Comply with all company safety policies, procedures, and rules
- Refuse any unsafe task or operation
- Participate in safety meetings and training
- Be constantly aware of their personal safety and that of their coworkers
SUPERVISION RECEIVED AND EXERCISED:
Receives direct supervision from the Human Resources Supervisor. Does not exercise supervision over any other position.
CONDITIONS:
- Indoors office, controlled temperature environment.
- The noise level in the work environment is usually low.
DISCLAIMER:
- The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
- The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.