HR Administrative Assistant

Description:

The Administrative Support Specialist1 is an experienced administrative professional responsible for assisting both The Administration Division, The CAO, The Finance Department (including both The Accounting and (AP) Accounts Payable Teams), The Human Resources/Personnel Department, Supportive Services, Administrative Operations, Leases, Document Retention, Inventory Management of Computer and Related Equipment, IT (Information Technology), The Corporate Office in Santa Rosa as well as other related areas and departments with administrative needs as assigned.

In this position the administrative professional should remain flexible as estimates of time spent may fluctuate based on projects and special needs arise; however, he/she should plan to allocate 40/50% of their time to assisting leaders in the Human Resources/Personnel Department and the remainder 60/50% to areas that the CAO assigns including the areas of AP, Finance, and Other General and Administrative Operations (as reiterated and outlined above).

This person will report directly to the CAO, have a dotted line to the HR Employee Relations Manager for Human Resources/Personnel Matters, and also serve as a back up to the AP Team as needed.

Job Duties: The following lists primary job requirements.

Provides administrative support to the Administrative Division (its leaders, employees, and staff) as directed by the CAO and leadership team to support the efficient operation of the administrative division and all its areas, responsibilities, and departments (as mentioned above). Managing calendars for directors, including making travel arrangements if needed. Assisting members of the executive and leadership team as needed.

Assist in the maintenance of physical and digital filing systems by organizing, storing, and retrieving information in both physical and digital databases and file systems.

Speaking with internal and external stakeholders, answering and returning phone calls, making phone calls on behalf of managers/leaders, directs callers and employees to the appropriate place within the agency to obtain additional support, scheduling appointments, signing for incoming packages, mailing packages, assisting with overnight postage systems, etc. and assists employees, clients, customers and other visitors.

Responding to emails and other digital queries and requests for information both formally, directly, indirectly and casually as needed.

Drafting and editing letters, reports, and other documents, as needed. Gathering data and reporting data and updating spreadsheets as needed. Prepares meeting agendas and takes meeting minutes. Coordinates logistics for meetings, including room setup and catering.

Assisting with the execution of documents, e-signing documents for leadership team as authorized and approved to do so. Assisting with postage, shipping, transmission, and retrieval of IT equipment, computer devices and related items.

Assisting with questions, projects, and processes related to leases, IT, badges, supplies, or related materials and items, company equipment, creating logins in SAGE or Office 365. Assisting with issues that may arise with Answer Force or GoToMeeting Software.

Researching issues with vendors and business stakeholders as needed. Receiving, scanning, organizing files, mail, and related documents.

When needed and or not fully occupied with duties and roles related to his or her primary role serving as an AP Clerk I for Accounts Payable needs as they arise.

Maintaining the accuracy and timely updating of spreadsheets, e-forms, and other items for the HR and Finance Team as needed. Saving information both into e-forms, software, platforms, and other systems. Assist with organizational charges, location tracking and location related services (setting up services at locations coordinating with Facilities and Maintenace Directors and staff as well as coordinating with service providers).

Perform other duties as assigned by the CAO and other members of leadership in the Administrative Division. Lead special projects and ad-hoc reporting as needed.

Perform all duties related to accounts payable with a high level of accuracy, speed, and effectiveness and is able to act as a resource for AP Clerk I level staff

Process mission critical temporary financial assistance, general check requests, credit card expenditures, and other vouchers ensuring that all vouchers include appropriate documentation, expense codings, and approval prior to payment.

Maintain and support issues related to credit card expenditures, reconciliations, and other aspects of the business.

Processing Accounts Payable transactions when not occupied with other projects and serving as a backup to the AP team during periods of heavy AP need. Assisting AP Team with duties, as assigned by the AP Operations Manager & Controller.

Assisting with Credit Card reconciliations, processing, etc.

Leading and Managing Special Project as assigned by the CAO or other members of the leadership team in the Administrative Division or the organization.

Requirements: These are the minimum requirements you should meet before applying for this position.

Proven ability to create, edit, and distribute documents in an Office 365 environment.

Advanced computer skills and familiarity with data and word processing programs.

Excellent written and verbal communication skills. Accuracy in grammar, spelling, and punctuation. Ability to research, organize and assist in the preparation of grant proposals.

Ability to organize and interpret data and information related to program funding requirements, and to convey that information in written and computer formats. Accuracy in statistical reporting and math calculations is required.

Exceptional people skills. Ability to maintain a professional disposition and remain positive and supportive in the performance of job duties. Ability to give formal and informal group presentations.

Ability to work in a stressful environment and interact with people from diverse backgrounds, including vendors, employees in various managerial capacities, and other third parties.

Ability to handle multiple projects and tasks while maintaining a stable work environment.

Ability to work well under pressure and follow strict timelines for reporting contract requirements and renewals.

Additional Skills & Qualifications:

Minimum Qualifications:

Successful candidate will have at least three (3) years experience working in an administrative or technical/professional environment. Should have an ability to grasp, navigate, and master multiple systems and platforms to ensure administrative work moves forward. Must possess a great level of attention to detail. The candidate must have a minimum of an Associates Degree from a qualified and reputable college or university.

Candidate must possess fast typing speeds and an ability to navigate modern computer systems like Windows, Microsoft Office Applications, and other platforms.

Candidates will be exposed to highly confidential data, information, and employee related information from both payroll, human resources, and finance departments. Candidate must possess the ability to maintain the integrity of the organization by not sharing or exposing confidential information without permission.

Candidate must possess the ability to switch or shift gears quickly, working on multiple projects simultaneously, have a pleasant demeanor when interacting with employees, leaders, stakeholders inside and outside of the organization, and third parties.

Preferred Qualifications:

Candidates with experience supporting HR, Information Technology, or Finance Departments are preferred but not required. Candidates with a Bachelors Degree in Business Administration or related areas are highly recommended/preferred.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

+ Hiring diverse talent

+ Maintaining an inclusive environment through persistent self-reflection

+ Building a culture of care, engagement, and recognition with clear outcomes

+ Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.