HR Assistant in Memphis, TN at Vaco

Date Posted: 2/12/2021

Job Snapshot

  • Employee Type:
  • Location:
    Memphis, TN
  • Job Type:
  • Experience:
    At least 2 year(s)
  • Date Posted:
  • Job ID:

Job Description

HR Assistant
Contract to hire

Job Function:
Under the direction of the Manager of Human Resources, will perform a variety of administrative duties related to the delivery of general HR support services.

Essential Duties and Responsibilities:
* Serves as the first point of contact for HR Dept. callers and visitors, by directing them to the appropriate team member for assistance, taking messages, or handling personally within the scope of the position's essential duties, ensuring confidentiality and professionalism at all times, even under pressure.
* Serves as the back up to the Front Desk receptionist primarily for lunch and breaks with responsibilities including answering switchboard calls and handling entry of visitors or others.
* Participates in labor/ management meetings as the formal note taker. Timely transcribes and produces minutes from those meetings for review by the Manager of Labor Relations. Ensures packets of materials are prepared for each meeting and all attendees.
* Responsible for the maintenance of complete job files for all hired positions by ensuring that advertisements, resumes, and all interview guides are collected and scored for inclusion in the job file.
* Creates employee DOT files and maintains them.
* Prepares new hire orientation packets and periodically, working with the Hiring Manager, reviews the onboarding slide presentation for accuracy and makes necessary updates.
* Working with the Benefits Manager, creates new hire orientation benefit packets.
* Responsible for the creation of new hire personnel and other files by tracking new hire documents for inclusion in the personnel files, ensuring all documents are properly completed and accounted for.
* For onsite random drug and alcohol testing, works with the Sr. Manager of HR to ensure that the applicable department's key point of contact is notified of testing dates and follows proper protocol so that employees subject to random testing immediately are checked in with the third-party tester and remain ready to test once the employee is brought onsite.
* On an ongoing basis maintains accurate and complete personnel files by the timely filing of all documents.
* Manages document control to include logging discipline for EEO purposes and then properly files those documents.

Other Duties and Responsibilities:
* Provides support for special projects as required.
* Handles document retention and file storage for the HR team.
* Assists with annual benefits open enrollment.
* Assists with mailing out benefits paperwork as needed.
* Assists with meeting preparation such as booking meeting rooms and preparing meeting materials.
* Keeps the HR information table supplied and up to date. Ensures that other departments receive general HR-related materials as needed or requested.
* Maintains HR department supplies and creates requisitions for purchase orders.
* Creates new hire and replacement ID badges and replacement proxy cards as a backup.
* Liaises with Building and Grounds and IT for support needs.
* Processes department check requests. Copies and distributes various HR documents and reports.
* Must be willing and able to cross-train in HR competencies.
* Assumes other duties as required.
Minimum Qualifications:

* A high school diploma or equivalent (GED). Associate's in Human Resources, Business or a related field is preferred.
* Other:
* Minimum two years' experience in -Human Resources is required.
* Must possess proven general knowledge of HR principles and core HR competencies.
* Should have an understanding of HR files, including personnel files and filing best practices.
* Should be able to understand, interpret and implement applicable portions of a labor agreement.
* Should have basic competency with data sets and how to create statistical reports and graphs.
* Ability to communicate effectively, both orally and in writing, is critical. Should be comfortable working with all levels of management and should possess strong interpersonal skills.
* Must be a self-starter, be self-motivated with a can-do attitude, and able to work independently as required as well as be a team player.
* Must demonstrate a willingness and ability to provide world-class customer service to both internal and external customers with a service-oriented attitude.
* Must be able to maintain confidentiality at all times without exception.
* Must be able to successfully use a personal computer and be at a mid-level of proficiency with Microsoft Office products, including SharePoint.
* Requires the ability to handle numerous activities at one time and move between tasks. Able to organize tasks per company and department priorities and complete them efficiently and on time.
* Experience or knowledge of the transportation industry and familiarity with FTA/ DOT rules and regulations is a plus but is not required.
* Must be willing to comply with the Company's Drug and Alcohol Policy.
* Regular and consistent attendance is required.