Overview
Provides assistance to multiple Human Resource Generalists (HR Generalists) as well as backup support to other Human Resources' administrative functions as assigned and maintains strict confidentiality at all times. Manages duties related to HR systems; including leaves of absence, time tracking, exit interviews and general administration. Expedites work through proper channels acting as first and second points of contact when appropriate, maintaining regular and follow-up files as well as confidential data. Independently prepares correspondence, maintains records and creates and maintains presentations, charts, graphs, spreadsheets and databases. Assists in the development and execution of HR programs through research, analysis and proactive identification of ideas that enhance these programs. Builds strong professional relationships with all areas of HR and Benefits and throughout the organization. Works with some supervision and is responsible for making some routine decisions, escalating other decisions to HR Generalists and/or SVP, Human Resources when necessary and updating appropriate parties on a regular basis.
Responsibilities
What you will do:
- Acts as first point of contact for routine issues, procedures and programs that arise when HR Generalists are not available. Determines if issues are of a confidential and/or urgent nature and handles with sensitivity. Determines appropriate response to inquiries and directs, prioritizes and provides information to requestor or escalates to higher-level manager for response.
- Supports the HR Generalists in their investigations as requested by providing appropriate work and research all while maintaining confidentiality. Manages the exit interview process to include facilitating the completion of the online exit interview survey with the exiting associate, and sets up the exit interview between the exiting associate and the appropriate HR Manager prior to his/her leaving, and is responsible for handling administrative functions regarding MSS, credit card balances, PTO and exit notes. Assists HR Generalists in analyzing exit information for trends and conducts some exit interviews as directed by the HR Generalists.
- Assists in the documentation of leaves of absence; proactively and accurately communicates with HR Generalists with regard to available sick/vacation time/approved leave time. Coordinates with the business unit, Benefits and Payroll the appropriate reporting of any absences related to leaves of absence. Conducts and analyzes leaves of absence status reports and creates adhoc reports using the leave system.
- Assists HR Generalists by writing new and revised job descriptions for their business areas. Continuously tracks job descriptions throughout entire process along with formatting. Works with HR Generalist and business areas to ensure description accurately reflects job duties. Assists in the job evaluation process by ensuring all necessary information is ready for Compensation department's evaluation. Manages the updating of descriptions to the Career Connections site through the use of the content management tool. Ensures updates are completed in a timely and accurate manner. Conducts routine audits and reporting: regulatory posters for W&SFG and each subsidiary, Career Connections, job descriptions, and PMM folders, etc. Troubleshoots routine issues and brings to the attention of the appropriate parties as well as proactively resolves discrepancies.
- Maintains current knowledge of HR policies, procedures, laws, standards and regulations and utilizes this knowledge in day-to-day interactions with HR and company associates as well as through suggestions and recommendations to the HR management team.
- Provides administrative support for the HR Generalists including responding to requests and proactively handling regular ongoing activities. Ensures new hire meet-and-greets and lunches are scheduled in a timely manner. Maintains documentation and filing and initiates any follow-up actions required. Maintains HR Generalists' calendars, schedules or cancels appointments, and keeps HR Generalists appraised of the status.
- Creates first draft of a variety of letters, reports and memos for HR Generalists. Keeps various records and handles confidential information in an appropriate manner including organizational charts for assigned business units, noting changes and forwarding to Compensation for inclusion in master copy.
- Provides administrative backup and support to other administrative functions within the HR department as assigned. Conducts cross training with other administrative functions.
- Assists and collaborates with HR Generalists in the development and execution of HR programs, business objective initiatives and other assigned special projects and action plans. Prepares research, analyzes data and proactively identifies ideas.
- Coordinates the Performance Management Program and Succession Planning for HR Generalists to include dissemination of memos and timelines, follow-up with managers and accounting of interim and annual performance reviews, goals and development plans. Performs administrative functions within the performance review system to assist HR Generalists and managers to meet deadlines.
- Maintains the Corporate HR website to ensure it is up to date at all times.
- Creates and maintains a variety of tracking spreadsheets and updating procedural manuals.
- Performs other duties as assigned.
- Complies with all policies and standards.
Qualifications
- High School Diploma or GED - Required
- Bachelor's Degree - Preferred
- Proven experience handling confidential information and correspondence and a familiarity with methods and approaches to maintaining confidentiality. - Required
- Demonstrated experience maintaining a calm and professional demeanor when handling multiple situations. - Required
- Proven experience coordinating multiple projects and/or assignments simultaneously and completing assigned tasks accurately and on a timely basis. Must demonstrate a strong attention to detail with excellent organizational skills. Expected to cite examples of organization and time management/methods used to manage or prioritize workload demands. - Required
- Proven strong analytical skills, including demonstrated experience identifying, defining and resolving problems and collecting or interpreting data to establish facts and draw valid conclusions and provide effective resolutions. - Required
- Demonstrated ability to interact in a professional and courteous manner with associates at all levels of the organization. -
- Demonstrated excellent interpersonal and teamwork skills. -
- Proven strong verbal and written communication skills with ability to convey information to internal and external customers in a clear, accurate, focused and concise manner. Demonstrated ability to document procedures and activities in a manner that is understandable to others and prepared using a prescribed format. Possesses proficient proofreading and editing skills, demonstrating a strong use of the English language to include exemplary knowledge, in verbal and written format, of the elements of grammar, punctuation, diction and spelling proficiency. -
- Demonstrated willingness to expand level of skill with software and electronic equipment that will improve productivity of the department and supported managers. -
- Proficient in Microsoft Office products. -
- Proven proficiency in preparing reports, compiling statistics, researching information and making recommendations. -
Work Setting/Position Demands:
- Works in an office setting and remains in a stationary position for long periods of time while working at a desk, on a computer or with other standard office equipment, or while in meetings.
- Requires the ability to verbally communicate and exchange accurate information to customers and associates on a regular basis.
- Requires visual acuity to read and interpret a variety of correspondence, procedures, reports and forms via paper and electronic documents, visual inspection involving small defects; small parts, and/or operation of machinery (including inspection); using measurement devices continuously. Visual acuity is required to determine accuracy, neatness, and thoroughness of work assigned.
- Requires the ability to prepare written correspondence, reports and forms using prescribed formats and conforming to rules of punctuation, grammar, diction, and style on a regular basis.
- Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts, and draw valid conclusions
- Performs substantial movement of wrists, hands, and fingers for continuous computer work.
- Extended hours required during peak workloads or special projects/events.
Travel Requirements:
