Human Resources Assistant
New York Mets
Flushing, NYThis was removed by the employer on 1/10/2018 9:17:00 AM PST
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Full Time Job
Summary:
The role of the Assistant, Human Resources is to ensure an effective and efficient office and to represent the Vice President of Human Resources both internally and externally, in a manner that corresponds to the professional and highly confidential nature of the office. In addition, this role supports the Human Resources department to provide administrative and clerical support in the areas of general HR including, onboarding and off-boarding, employee engagement, upkeep of HR files and filing systems, and recruitment. This position provides highly skilled, responsible, diversified, confidential, full secretarial and administrative activities requiring considerable discretion and independent judgment.
Essential Functions for Human Resources Department:
• • Answers telephone, screens calls, and takes detailed messages. Organizes mail and other executive paperwork, forwards to appropriate party and/or responds independently as appropriate calling attention to priorities.
• • Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, occasional catering needs.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries. Acts as a gatekeeper (whenever possible) to visitors of the office.
• Maintains system for processing legal invoices including budget coding, coordination and tracking of payment, maintaining logs and gathering signatures from external departments.
• Makes business and personal travel arrangements and preparing detailed travel itineraries.
• Organizes receipts, scans and processes monthly expense reports.
• Processes ticket requests for business and personal use during the baseball season.
• Support department with recruiting and on boarding of new employees including scheduling candidate interviews, securing new hire essentials (badges, parking, business cards)
• Maintains I-9 records to ensure all documents are current and stored in a proper methodology for quick and easy access.
• Assist with event planning and coordinating logistics for employee functions including department seminars, tours, senior leadership meetings, holiday party, family day
• Maintain online training portal with new hires and terminations
• Maintain Workers Compensation program through interaction with Training Staff and Workers Compensation broker
• Ensures compliance with mandatory poster campaign for Citi Field and all related affiliates (English and Spanish)
• Complete monthly workforce analytics including turnover and department staffing models
• Quarterly audits of benefit and payroll system for compliance
• Maintain company-wide intranet portal as it relates to areas within Human Resources
• Maintain employee files and filing systems
• Open HR department mail (50-100 pieces of correspondence daily) and distribute accordingly amongst the team
• Perform general administrative support work such as running reports, copying, filing, faxing etc.
• Processes ticket requests for business and personal use during the baseball season.
• Coordinates vacation schedules and track days outside of the office (vacation, personal, sick) for entire HR department.
• Coordinates game coverage schedules for entire HR department.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Exercise independent judgment with respect to responsibilities and tasks delegated.
• Special projects as assigned
Supervisory Responsibilities:
• This position will not have direct supervisory responsibilities but will require frequent coordination, and when appropriate direction, of the activities of third parties as necessary to accomplish the assigned tasks.
Qualifications:
• Experience working in fast-paced, highly confidential environment with prior administrative assistant experience.
• Excellent written and verbal communication skills.
• Detail-oriented with good organizational skills, ability to multi-task, calendar, and previous experience with travel logistics.
• Sound judgment and ability to tactfully exercise authority with respect to third parties as needed.
• Solid time management skills and able to work with a great degree of independence.
• Adheres to strict confidentiality requirements and protection of sensitive HR data.
Education
and/or Experience:
• BA or BS Degree preferred with an additional 2-5 years of experience working in an office environment providing administrative support and work in the area of Human Resources.
• Candidate will need the flexibility to work beyond normal office hours on home gates dates as needed.
Computer Skills:
• Microsoft Office Skills (Outlook, Word, Excel, PowerPoint)
Job Questions:
• How did you hear about this job?
• What qualifications do you have that you believe will make you successful in this position?
• What excites you about this position?
• What are your salary expectations for this position (range)?