Administrative Assistant

2 months ago

Portland, United States Northern Maine Medical Center Full time
Description

JOB SUMMARY:

This position acts as the first line contact within the HR department for employees, applicants and other parties seeking HR related information. Assists the Human Resources Team in carrying out the responsibility of the Human Resources functions of the hospital. Regular duties include assisting with various clerical duties.

ESSENTIAL FUNCTIONS:
  • Responsible for answering the majority of incoming calls to the HR Department, call tracking and coordination with other HR team members to ensure timely and accurate responses to inquiries.
  • Assist employees with the location of information, i.e. Benefit and policy information, form's location, etc.
  • Greet NMMC employees and visitors to the HR Department in a courteous and professional manner. Support HR team members by scheduling appointments, relaying messages and functioning as the primary first contact to the HR Department.
  • Complete projects requested by Human Resources Director in a timely fashion.
  • Maintain employee files. Complete scanning, filing, and photocopying, on a weekly basis to ensure files are up to date.
  • Establish and maintain a relationship of collaboration and communication with NMMC employees.
  • Inform Director of Human Resources about concerns or complaints received from employees that could affect the overall operation of the organization or which may impact employee/management relations.
  • Support the tracking of required documentation (performance appraisals, competencies, licensing, certification).
  • Assist with employee recognition programs and events.
  • Assist with the On-Boarding of staff, specifically scheduling appointments and orientation packet preparation
  • Assist in employee activity projects/events.
  • Perform clerical functions on an ongoing basis.
  • Assemble and process materials for reports, memos, training sessions, meeting, and various committees.
  • Maintain integrity and confidentiality of written and spoken communications within the hospital.
  • Participate in all mandatory in-service requirements of Northern Maine Medical Center.
  • Behave in a courteous, professional manner.
  • Observe all rules and regulations/policies of Northern Maine Medical Center.
  • Performs such related duties not listed herein but deemed in the best interest of Northern Maine Medical Center.
  • Responsible for patient and employee safety as it applies to their work environment.
Requirements

EDUCATION, TRAINING AND EXPERIENCE:
  • High school diploma required; some college preferred. Must type 60-65 words per minute with accuracy.
  • Computer experience in Microsoft office, including Word, Teams, and Excel, required.
  • Must have solid communication, writing and interpersonal skills.
WORKER TRAITS:
  • Must be able to work in a team environment.
  • Verbal ability is required to prepare reports, take notes and to compose letters, using proper rules of grammar, spelling and punctuation.
  • Excellent communication skills.
  • Creative problem-solving skills.
  • The ability to plan, organize and implement activities.
  • Self-motivated with ability to work independently.
  • Work with people in a tactful, diplomatic manner.
  • Must have attention for detail.
  • Must have a high level of proficiency and accuracy in all duties (minimum 50 wpm typing skills).
  • Must be detail-oriented and possess good figure aptitude.
  • Ability to organize projects, prioritize workflow and complete multiple tasks simultaneously and accurately.
  • Must have above average written and verbal communication skills with emphasis on correct English grammar.
  • Must demonstrate ability to exercise independent judgment, initiative, and tact in dealing with management, supervisors, staff, and the general public.
  • Must present a professional, business-like manner and appearance.
  • Must maintain confidentiality.

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