HR Support Admin

HR Support Administrative Assistant

Founded in 1995, Vigor Marine Group is an established, innovative and integrated partner with a national footprint in the marine maintenance and modernization, marine fabrication and marine services. Evolving over decades from a collection of the best-in-class companies with unique and complementary capabilities on the East and West coasts, our spirit of innovation and legacy of performance make Vigor Marine Group a preferred, full-service prime contractor in the defense and maritime sectors. Today we offer advanced services and complete solutions for the U.S. Navy, U.S. Army, Military Sealift Command, state ferry systems, the cruise industry, the commercial fishing industry and more.

With four shipyards for maintenance and modernization and one for fabrication, including the largest floating dry dock in the western hemisphere, our more than 2,500 dedicated employees across four states from the Pacific Northwest to San Diego to Norfolk personify the values of our company. Vigor Marine Group takes pride in being the employer of choice for our employees, who in turn take great pride in their contributions to the communities where they live and work, and to their nation through their living wage jobs supporting their local economies, and through the word-class maritime and industrial services they provide to further our defense readiness and national security.

Salary Range / Hourly Rate: $47,000 - $52,000/$22.59 - $25.00 per hour

Location: This position will split time between our Portland and Vancouver facilities. We ask applicants are open to working on site in Portland and for coverage purposes in Vancouver.

Position Summary:

This position provides administrative, clerical and technical support to the HR Support function. Partners with Operations, Human Resources and Payroll to ensure coordination of projects and activities. Maintains critical HR Support and employee dispatch records and acts as an important connection between production employees, supervisors and Human Resources throughout the company.

This is a limited duration role with estimated completion December 2027.

Essential Functions And Major Responsibilities:

• Maintains UKG Human Resources/Payroll system to document employee status, work assignment and compiles and formats data from UKG and various data sources and prepares reports; prepares staffing reports for posting and distribution to supervisors, managers and others; recommends modifications to processes as needed.
• Processes staffing requests to include, preparing paperwork and dispatch requests to appropriate unions, initiating phone calls to unions and recalled employees and documenting through a spreadsheet or other documentation efforts to secure staffing through unions and/or by using Applicant Tracking system for posting jobs and applicant tracking.
• Collaborates with craft and production hiring managers from the point of offer to the first day of new hires. Including: processing background checks, coordinating drug and alcohol screenings, sending onboarding checklists, coordinating with Training for orientations, and dispositioning candidates through the Applicant Tracking System (Jobvite).
• Assist employees with timecard and timekeeping instructions; weekly paycheck distribution; weekly time entry processing; answers questions about job assignment locations; checks the attendance call in line and records employees reporting absent; maintains attendance records and reports to Operations Team when employees exceed standards.
• Facilitates the processing of new employees by administering first day activities such as new employee packets, review of documents for completeness, routing to first aid for required testing and safety orientation.
• Coordinates with the Labor Relations team to apply the collective bargaining agreements to the union employees in regards to timekeeping, attendance, time off procedures, job movements in the timekeeping and HCM system (UKG), and other union processes as needed.
• Performs related administrative functions such as answering telephones, emails, providing information, processing unemployment claims, filing copying and delivering documents; ordering and assuring supplies are present; assisting other support staff when appropriate and performs related duties as assigned.

Job Scope:

The position works under set guidelines but must use sound judgment and make decisions that in determining the appropriate actions based on the specific situation. The individual performs under minimal supervision. The role is responsible for performing clerical tasks for the department. Also handles and is responsible for the hourly craft resource staffing process from the receipt of craft needs through the employee onboarding process to meet production needs. Failure to meet the expectations of responsibilities could jeopardize production efficiency and profitability due to lack of craft resources.

Supervisory Responsibility: None

Interpersonal Contacts:

Interactions are internal with managers, supervisors and hourly craft employees on a daily basis as well as externally with applicants, union hiring referral representatives and other referral sources.

Knowledge Skills And Abilities:

• Knowledge of and skill to use PC applications such as word processing, spreadsheets and databases; data analysis and report writing.
• Knowledge of human resources principles and employee record keeping.
• Ability to understand the staffing needs of a shipyard including applicable terminology.
• Ability to troubleshoot and research paycheck and/or timecard errors.
• Ability to communicate effectively and professionally with those encountered in the course of work both orally and in writing.
• Ability to define problems collects data, establish facts and draw valid conclusions.
• Ability and skill to work independently with minimal supervision.
• Ability to exercise good judgment and make accurate and timely decisions.
• Ability to meet defined deadlines and time constraints.
• Skill and ability to work under pressure while handling multiple tasks and frequent interruptions.
• Ability to work in a team environment with flexibility, energy and a positive attitude.
• Skill in prioritizing tasks in an environment of changing time constraints and deadlines.
• Ability to provide strong customer service to others encountered in the course of work.
• Ability to quickly learn processes procedures and guidelines.

Education And/Or Experience:

• High School Diploma or GED Certificate is required.
• Minimum of two years of experience in a Customer Service or Human Resources role with demonstrated knowledge of office procedures and practices.
• Knowledge of UKG, Human Resource and Payroll modules is preferred.

Certificates, Licenses And Registrations: None required.

Physical Demands:

Work is conducted in a dynamic, fast-paced office setting with moderate to loud noise levels from production activity in the shipyard. The work may occasionally require the individual to walk within the shipyard when performing certain administrative errands. The work requires the ability to operate a variety of office equipment and computer systems; visual acuity required to read, verify and enter various data from documents related to the work.

Work Environment:

While in production areas, will be exposed to all weather conditions, noise, dusts and odors. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Citizenship: Pursuant to a government contract, this specific position requires US citizenship.

Vigor Industrial LLC and its wholly owned subsidiaries are drug, smoke and vape-free workplaces. Prospective employees must pass a drug and alcohol test and background check as pre-employment screening.

Vigor Values:

Truth: We seek the truth, and we speak the truth Responsibility: We act on what we know is right Evolution : We seek mastery, and adapt to a changing world Love: We care about the people we work with, and the world we live in

At Vigor we offer a generous benefits package that includes:

Medical - RX - Dental - Vision - Life

AD&D - LTD - STD - EAP - Discretionary bonus

Tuition Reimbursement - FSA (Medical, Childcare, Transportation) - 10 paid holidays - PTO - 401(k)

Vigor and its wholly owned subsidiaries are committed to inclusion and diversity by providing equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veterans, age, genetics, the presence of a physical or mental condition or disability that can be reasonably accommodated, or any other protected class under relevant laws in the locations we operate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and can be requested with Vigors Human Resources Department.

In addition to federal law requirements, Vigor complies with applicable state and local laws governing nondiscrimination and non-retaliation in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, benefits, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training