Administrative AssistantAre you ready to think about the future and dream big? At Port Houston, we're seeking individuals who are eager to tackle the most significant challenges of their careers. For over a century, we've been driven by vision and scale, delivering impactful initiatives that shape Houston and the region. Our sustainability and success hinge on attracting, retaining, and nurturing exceptional talent.When you join Port Houston, you're embarking on a journey towards a fulfilling career path. Take the first step in the right direction-are you READY?Position Summary:Undergeneral supervision, and according to general policies and procedures, the HRAdministrative Assistant manages the Human Resources front desk and providesadministrative support services for the department. Responsible forcoordination of department activities and ensuring timely flow of informationand activities to and from the department staff. The assistant greets and receives visitorsand employees, answers telephone calls, handles general HR questions, directsto available resources, including share point and refers as needed toappropriate staff members. Preparesreports, completes analysis, filing, charting, data entry, copying, and otheradministrative duties and support as necessary. Receives and sorts of mail,photocopies documents as needed, performs related clerical duties. Participates in departmental activities and projects such as benefits openenrollment, performance management, budget, succession planning, talentacquisition, HCM administration, training and development and other departmentprojects as necessary. Uses appropriatejudgment in handling human resource matters. Maintains confidentiality ofinformation at all times and must function efficiently and effectively in aprofessional environment. This positionis required to independently manage multiple tasks and projects with competingpriorities and deadlines. Anticipatesthe needs of the department and acts accordingly.Responsibilities/Duties:
- As the first point of contact for the Human Resources department, the Human Resources Administrative Assistant is a role model for superior customer service: Answers phones promptly in a friendly, caring and professional manner. Treats each caller with respect, courtesy and empathy, recognizing the urgency or importance of their issues to them. Handles issues and information with the highest level of discretion, confidentiality and tact.
- Promptly responds to all requests for data or information.
- Escalates issues or questions as required and follows through to resolution, keeping all parties informed.
- Prepare reports for department staff as required.
- A critical member of the HR Team, the Human Resources Administrative Assistant is responsible for the accurate and timely maintenance of employee records to assure compliance with legal and regulatory requirements. This includes maintaining records and managing the process to store and retrieve files located off-site. HR records are both paper and electronic:
- I-9 Forms
- FMLA requests
- Employee benefits files
- Employee personnel files
- Any other records as required
- Assure all pre-employment processes are complete for all new hires.
- Verify and maintain I-9 and other employment related documents.
- Assure completion of routine verification employment requests.
- Prepare new files for employee records and benefits and assuring all files contain all required forms and paperwork.
- Provide employment verification to third parties for current and former employees.
- Assist with the processing of terminations for all pertinent systems and notifying other departments.
- Work with HCM Manager to maintain accurate employment, performance and benefits information in various systems and generating reports as required.
- Conduct audits of various HR programs and processes and recommending any corrective action.
- Participate in HR staff meetings as required.
- Routinely monitors office supplies and places orders on an as needed basis to minimize costs.
- Schedule meetings and reserves conference rooms as requested.
- Make photocopies, faxes and scans documents, answers phone and performs other routine administrative functions.
- Assists with, or prepares, correspondence, spreadsheets, presentations or other
- documents
- For the HR department, maintains the open office space, closets, storage space and files in a neat, clean and highly organized fashion; submits work orders for repairs or changes as required.
- Reports and Special Projects.
- Assists HR staff with various research projects and/or special projects as required.Performs other duties as assigned.
- Position Competencies: Competenciesto perform the essential functions of this
- position include:
- Initiative: A self-starter, the individual understands how his/her role fits within the organization and consistently looks for new ways to improve processes or solve problems.
- Problem solving: Identifies problems in a timely manner and gathers and analyzes information skillfully. Resolves problems or escalates to others as appropriate. Interpersonal Skills: Works effectively with all employees regardless of position, and exhibits well-developed customer service skills. Maintains confidentiality, uses tact and diplomacy, remains open to others' ideas and exhibits willingness to try new things.
- Verbal Communications: Speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings.
- Written Communications: Composes documents in a clear and logical fashion and in a style appropriate for the reader, editing work for spelling and grammar. Presents numerical data effectively. Reads and interprets written information accurately.
- Planning/Organizing: Highly organized, the individual sets priorities and plans work activities, uses time efficiently and develops realistic action plans.
- Quality: Attentive to details, the individual works efficiently and monitors own work to ensure it is accurate, thorough and timely.
- Adaptability: Shifts priorities and workload to meet changes in the work environment or business conditions. Effectively manages competing demands. Maintains composure and a professional, pleasant demeanor despite frequent changes, delays or unexpected events.
- Dependability: Reliable, consistently coming to work on time, follows instructions, asks questions, responds to management direction and solicits feedback to improve performance.
- Safety and Security: Actively promotes and personally observes safety and security procedures, follows Port Authority policies and procedures, and uses equipment and materials properly.
- Computer: Demonstrates proficient computer skills, including MS Office and JDE Enterprise.
Knowledge, Skills and Abilities:
- Demonstrated experience handling sensitive employee relative matters and ability to handle confidential information appropriately.
- Strong customer service skills.
- Excellent written, verbal and listening communications skills.
- Attention to detail in composing, typing, proofing materials, establishing priorities, flagging items for Director, Human Resources and department staff's attention and meeting deadlines.
- Highly proficient in Microsoft Office programs.
- Ability to work on computer for prolonged periods, communicate with individuals by telephone, e-mail and face to face.
- Experience developing and generating timely and active reports.
- General Human Resources body of knowledge especially regarding employment law.
- Ability to prioritize and work independently in a high-volume fast paced environment.
- Ability to stay focused, efficient and effective in managing multiple priorities.
- Intermediate working knowledge of applicable federal, state, and local laws/regulations.
- Title VII, ADA, ADEA, FMLA, EEOC Uniform Guidelines, etc.
- Strong organizational skills and attention to detail.
- Ability to develop and manage relationships in a professional manner with all organizational levels and client/customer base.
- Ability to work in a team environment.
- Strong interpersonal skills with ability to work effectively with employees at all levels.
- Professional conduct and discretion exhibited at all times.
- The Human Resources Administrative Assistant must be organized, energetic, and able to support cross functional coordination in a fast-paced environment using excellent judgment.
- May be required to be available during non-regular business hours, evenings and/or weekends, on occasion or as needed to provide support to the Director, Human Resources and the Human Resources staff.
- Education/Experience:
- Bachelor's degree in business or a related field is required. Will consider an Associate's degree with relevant HR experience.
- 4+ years of directly related job experience in supporting a Human Resources function as an administrative assistant requiring competencies listed above, highly preferred.
- HRIS or payroll experience, particularly JDE Enterprise is a plus.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate, but due to open office environment noise level may occasionally be high. To apply, please go to porthouston.com/careers. Only applications submitted through the Port Houston Careers website will be acknowledged. Port Houston is an equal opportunity employer and participates in the E-Verify program supervised by the U.S. Government. Thank you for choosing Port Houston in your career search.Disclaimer: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this job. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.