HR Assistant

SUMMARY

The person in this role creates the first impression of Multimatic New Haven to all associates, vendors and visitors. Supports the general office & HR functions for Multimatic New Haven.

ESSENTIAL DUTIES AND RESPONSIBILITIES         

Essential duties and responsibilities include the following:

• Lobby Receptionist – answers phone, greets guest, takes and delivers messages
• Positive, enthusiastic, and energetic personality and attitude that is inviting, inclusive and engaging.
• Event planner for holidays, birthdays, anniversaries, company sponsored luncheons and job fairs.
• Responsible for adherence for visitor sign-in book, Visitor’s Confidentiality Agreement, LOI and Contractor EMS logs
• Collects and distributes incoming and outgoing mail daily
• Purchase, stock and inventories office supplies
• Responsible for all Attendance & Vacation Policy Administration including, tracking and preparing corrective actions
• Track Attendance for monthly/ annual recognition per company policy
• Assists with daily maintenance of payroll records
• Assists with biweekly Payroll Processing; validating accuracy of time keeping system, manual time sheets, data entry, etc.
• Provides clerical and technical support in such areas as recruiting, hiring, compensation, and benefits
• Schedules job interviews
• Create, monitor, and maintain personnel and medical files for required compliance measures
• Prepares and sends hourly offer letters
• Schedules and assists new hire uniform fittings
• Maintains communications TV monitor in Breakroom and provides relevant content weekly
• Prepares reports and graphs as needed
• File records as necessary
• Operates office copier & fax
• Assists with making travel arrangements (Company Car, Car Rentals & hotels, etc.) as needed
• Works closely with all functional managers to provide administrative support activities as needed
• Ensure smooth communication with employees and timely resolution to their queries
• Perform other duties as needed

QUALIFICATIONS

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/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• Associates degree and/or Bachelor’s degree in Business Administration/Management (preferred) or other related field or minimum High school diploma or general education degree (GED)
• 1-3 years’ experience using HRIS and time keeping systems
• Minimum 2-4 years office experience, preferably in a manufacturing environment
• Demonstrated proficiency with Microsoft Office Suite; particularly Excel then, Word and PowerPoint
• Excellent interpersonal communication skills
• Background with adherence to protecting confidential & personal information

LANGUAGE SKILLS

Must possess excellent grammar and language skills, being able to deal with all types of people with tact and diplomacy.  Must possess ability to read and speak effectively with fellow employees and upper management so as to be able to interpret reports properly that will need to be typed.

MATHEMATICAL SKILLS

Ability to do basic mathematical functions accurately such as addition, subtraction, multiplication and division.  Ability to apply concepts such as fractions, percentages and ratios for spreadsheet reports.  Must be proficient in keypunching large amounts of data and be able to batch-balance that data to ensure accuracy.

REASONING ABILITY

Ability to apply common sense understanding in the creation of reports and spreadsheets that are being produced.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.    Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee is frequently required to sit, and occasionally must walk, use hands to feel or handle objects, tools or controls; reach and lift with hands and arms; talk, see and hear.  The employee may occasionally be required to climb, balance, stoop, kneel, crouch or crawl.  The employee may occasionally lift and/or move up to 10 pounds.

The employee may need to be available during off hours if needed and have the flexibility to work various shift hours and/or extended hours if needed.

WORK ENVIRONMENT

The environmental characteristics describe