Administrative Assistant/HR Coordinator

Baltimore, MD, United States

Job Summary:

Responsible for performing administrative support functions for staff using initiative, professionalism, and judgment. Needs the ability to deal with executives, staff, and visitors and handle unique situations while maintaining confidentiality. Position requires strong interpersonal skills and compassion and respect for persons with disabilities.

Essential Functions:

Comply with all Agency policies and procedures and follow contract specifications

Handle administrative details with judgment, tact and accuracy, and make decisions in many instances as to their disposition

Maintain flow and output of work; arrange and prepare the typing and duplication of correspondence/letters & memorandums, reports, charts and envelopes accurately and timely

Set up, generate, and maintain a variety of reports

File confidential documents in personnel files

Track expiration dates of documents of employees who are not citizens of the United States and generate letters to employees whose authorization to work documents will expire: 6-month and 3-month letters provided

Submit requests for driving records in Intellicorp related to expired drivers licenses

Utilize computerized background system to do background verifications for new hires

Verify charges on a variety of invoices

Use E-Verify, an electronic employment eligibility verification system, to verify the employment eligibility of employees to work in the United States

Maintain I-9 binders

Input I-9 work authorization information into UltiPro

Enter Emergency Contact information for employees into UltiPro

Coordinate employees’ address changes with payroll; process address changes in UltiPro at year-end

Input changes to Health & Wellness rates, and Dismissal Unemployment rates in UltiPro

Run report in UltiPro to calculate FMLA eligibility, prepare and mail paperwork, inform job site, HR & payroll

Run Time Trak report requests

Do the holiday pay exclusionary list

Prepare monthly anniversary checks list, checks receipt list, letters, and certificates

Calculate disability % and prepare monthly memo

Collect timesheets/cards at cycle-end. For hourly employees, note manual edits to payroll and notify HR Director of discrepancies

Collect employee expense vouchers and copies of AMEX receipts for HR Director’s approval

Distribute mail

Monitor Chimes DC Fax email account and log faxes and distribute electronically

Monitor Employment Verification DC email account for background check results

Monitor Jobs DC email account

Answer phone calls regarding the employment process and respond to inquiries

Order letterhead, envelopes, copy paper, toner, staples, and storage boxes

Call for service of copier/printer/scanner and fax machine and exchange of gray paper shredding bins

Unlock/lock the I-9’s file cabinet and personnel files vault at beginning/end of each day

Routinely fill paper drawers of copier/printers

Utilize a computer for email, data and word processing tasks as required

Prepare time sheets/time cards for Administrative staff

Prepare letters and general correspondence

File in alphabetic, numerical and subject matter files as needed

Perform various bulk mail projects for various departments as needed

Provide front desk coverage as needed

Provide assistance to visitors with disabilities when entering and exiting the facility and during their visit as needed, including assisting with kiosks (i.e. online employment application process)

Comply with all security procedures and make sure that all visitors and staff do same

Monitor all doors and admit visitors to inner building as necessary/approved

Call management to report any emergency or suspicion situations

Assist applicants with applications and computer KIOSK use

Attend work regularly according to assigned work schedule

Work a flexible schedule as required

Comply with dress code and personal hygiene standards

Wear ID badge(s) at all times while performing work under this Contract

Attend and participate in in-service training, staff meetings, and other activities to facilitate professional development

Work cooperatively with others in a manner which is positive, enthusiastic, respectful and courteous

Secondary Functions: Clean and maintain equipment

Respond to unemployment claims and employment verifications, as needed.

Post positions in UltiPro and on job boards as needed

Assist with phone screens and reference checks as needed

Prepare ID badges, as needed

Do special projects as needed

Perform other duties and tasks as needed

*Duties, responsibilities, and tasks may change at any time with or without notice

Physical Abilities Needed to Meet Work Demands: Ability to sit for long periods of time

Ability to great visitors and answer phone calls

Ability to reach above the head, bend, kneel, stoop

Ability to lift, carry, and push up to 50 lbs. occasionally

Ability to see details on the floor, above the head, or on surfaces

Job Competencies Needed for Success on the Job: Ability to work with limited direct supervision

Ability to maintain confidentiality

Ability to work without assistance to complete assignments

Ability to work in a constant state of alertness and with safety always in mind

Ability to follow directions and focus on tasks

Ability to make decisions and solve problems

Ability to be organized, flexible, and dedicated to quality service

Ability to prioritize and manage multiple tasks effectively

Ability to manipulate numbers

Ability to report problems or relate information

Ability to understand and comply with safety procedures and environmental requirements

Ability to read, write, and speak (communicate and relate information) English

Ability to use a computer for data input and retrieval of information as required

Ability to file, type, and operate office machinery

Ability to maintain and submit reports, logs, and other paperwork in a timely manner

Ability to use and care for equipment and cleaning supplies properly

Ability to notice and report changes in work space conditions

Ability to complete tasks in a timely manner with numerous interruptions

Ability to attend work regularly according to assigned schedule and company policies

Ability to work a flexible schedule as required

Ability to attend and participate in training and work related meetings

Ability to deal with others in a positive, enthusiastic, respectful, and courteous manner

Ability to comply with all building, security, and company policies and procedures

Essential Personnel:

This position is designated as essential. This means that when the facility is faced with an institutional emergency, employees in this position may be required to remain at their work location or to report to work to protect, recover, and continue operations at the facility.

Other requirements: Valid driver’s license from state of residence and ability to drive

License must have been valid for at least 3 years

If driving a 15 passenger van, must be at least 25 years old

Acceptable driving record as determined by Agency’s insurance carrier and by Chimes DC policies and procedures

Education: High school diploma or its equivalent

Valid CPR/FR certification preferred

Knowledge of typing, filing, and office procedures and routines

Experience: Eight (8) to ten (10) years of full-time employment in progressively responsible secretarial work

Thorough knowledge of standard English and modern office methods and equipment

Skill in typing and computer utilization

Experience meeting and working with the public

What’s in it for you?

Total Rewards (For Full-Time Employees = >30 hours/week): Competitive Pay

Medical, Dental, and Vision Insurance

Tuition Reimbursement options

Flexible Spending Accounts (Health, Dependent, and Transportation)

Life Insurance

Disability Insurance

Paid Time Off

403(b) with Employer Match

Employee Recognition Programs

Employee Referral Bonus opportunities

Discounts through “Tickets at Work”

Discounts on Verizon mobile service

And More!

Want to learn more?

To learn more about Chimes, and how you can achieve personal and professional growth within a purpose-driven organization, visit us at: https://chimes.org/Careers.

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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)