Position Title:Administrative Assistant II - HR
 
Date Posted: January 29, 2018
 
Job Location: Madison
 
Company Name: SSM Health at Home WI
 
Contact: Kristin Weller
2802 Walton Commons Lane
Madison, WI 53718
(608) 241-7277
(866) 553-0710 (fax)
kweller@hhuvns.org
www.SSMHealthatHomeWI.com
 
Description: The purpose of this position is to provide confidential administrative support services to the Vice President of Human Resources & Education and Human Resources and Education team members.

Job Responsibilities: This listing is not to be construed as all-inclusive. Other duties may be required and assigned.

General Administrative Support
• Performs data entry to maintain various systems. Enters, updates, and maintains database information. Reviews and reconciles data to ensure for accuracy and completeness.
• Tracks, compiles, analyzes, and summarizes information for reports. Develops and maintains spreadsheets through data gathering, data entry and data manipulation to provide formatted spreadsheets/reports as requested.
• Compiles new hire packets, benefits packets, orientation packets and supervisor’s guidebooks; ensures adequate supply of packet materials is on-hand at all times.
• Performs word-processing duties. Creates and revises documents including forms, policies, confidential letters, organization/flow charts, presentations, etc.
• Orders office supplies for Human Resources and Education.
• Reviews invoices for documentation and coding.
• Answers calls and responds to inquiries. Assists applicants and employees in applying for open positions at the Company. Forwards calls to appropriate team members. Provides general information regarding Human Resources operations.
• Prepares materials for meetings. Prepares meeting agendas and takes and distributes meeting minutes.
• Prints, copies and/or compiles data including records, reports, handouts, notes, etc. Collates and disseminates materials including binder materials, packets, mailings, etc.
• Opens, sorts and distributes mail and courier envelopes for Human Resources. Date stamps materials. Prepares materials for out-going mailing.
• Performs other office support duties including e-mailing, faxing, and scanning documents, etc.

Human Resources & Education Support
• Establishes, updates, and maintains electronic and hardcopy personnel records and files. Sets-up and maintains various files including personnel files, benefits files, health files, security files, training files, temporary agency worker files, etc. Performs file maintenance duties including personnel records file maintenance and general human resources filing. Audits files on an on-going basis.
• Assists with recruitment activities such as phone screens, reference checks, background checks, etc.
•Education Support: Assigns training courses to staff; tracks completion of training courses; updates learning management system demographic data; printing transcripts; etc.
• Copies education materials for training classes.

Compliance Program Support
• Tracks various data to ensure documentation is up-to-date and valid.
• Follows up with appropriate Managers and staff to request additional information regarding incidents.
• Tracks and updates annual HR compliance log to ensure that necessary information is received and documented in a timely manner. Follows-up with staff as necessary.
• Creates & maintains personnel investigative files-gathers and organizes all paperwork, labels files, etc.

Additional
•Serves as backup for setting up new hires in the HR Management system, Forward Health, PARS (DOT), and State of Wisconsin New Hire system. Processes all terminations of employment. Removes or deactivates from systems as appropriate.

Requirements
Associate degree in Business Administration or a closely related area with three years progressively responsible administrative office support experience or any combination of education and experience that provides equivalent knowledge, skills or abilities. Previous HR experience working in an HR Dept. strongly preferred. Certification in Human Resources Administration desired.

This position requires travel to conduct interviews at branch locations, etc. Must maintain a valid Wisconsin driver’s license. Must maintain an acceptable driver’s record per company policy. Must maintain proof of current auto insurance. Must have access to a vehicle in good working condition. Any loss of licensure may affect employment status.

Knowledge of federal and state regulations as relate to HR incl. employment laws, anti-discrimination laws, wage and overtime pay laws, leave laws, etc.
Handles sensitive and confidential material in a professional manner and in accordance with legal requirements relating to the safeguarding of confidential information.
Ability to use a computer for e-mail, data inquiry, data entry, and word processing.
Ability to create and utilize spreadsheets. Skilled in Outlook, Microsoft Word, and Microsoft Excel. Ability to exchange information for the purpose of resolving concerns or problems.
Ability to interact in a polite and courteous manner when communicating with applicants, employees, volunteers, businesses, governmental entities, etc.
Ability to handle sensitive and confidential material in a discrete and professional manner.
Ability to communicate with people in potentially stressful situations.
Ability to operate a variety of standard office equipment such as a computer, printer, calculator, copier, fax machine, scanner, and telephone.
Ability to operate a vehicle.

This position rates as MEDIUM WORK as defined by the Dictionary of Occupational Titles.

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