Administrative Assistant - HR

Description

Job Summary

The Administrative Assistant - HR collaborates with the HR team to facilitate key HR functions and programs, including recruiting and onboarding, benefits, payroll, safety, legal compliance, communications, and office administration. This role is responsible for administrative and clerical tasks within the department while also providing cross-functional support across departments for administrative tasks, event organization, and employee assistance. 

Who We Are

At RenewAire, we’ve been innovating energy recovery ventilation for over 40 years, improving indoor air quality while reducing energy costs. With a people-centric culture, we foster a fun, collaborative, and innovative environment where our team members are valued contributors to our mission. Based in Madison, WI, we’re proud to hold Green Globes, LEED Gold, and ENERGY STAR certifications, driving both sustainability and health.

What Administrative Assistant - HR Do

*Essential Responsibilities* 

• Provide support to recruitment functions including scheduling interviews, candidate travel, candidate tracking and tracking of background requirements
• Ensures a smooth onboarding experience including new hire orientation support, badge issuance, name plates, business cards, car tags, etc.
• Prepares and maintains personnel files ensuring compliance with all applicable standards including I-9’s.
• Performs data entry and generates data reports from the HRIS (Paylocity) and other HR related systems for employee changes, training and other programs
• Completes/coordinates quarterly HR and Safety metrics
• Benefits support including preparing documents and managing recognition programs
• Supports the leadership, HR and Safety teams in initiatives such as emergency rosters, trend analysis, training programs, ordering supplies, creating communications, maintaining the OSHA log and reporting workers compensation claims.
• Provide general office support such as answering phone calls, overseeing the visitor process, monitoring and ordering office supplies, maintaining the kitchens
• Coordinate meeting amenities as needed- onsite and offsite –schedule meeting space, order lunches, assist with travel plans
• Lead planning and coordinating company events such as the annual companywide event, monthly happy hours, lunch and learns, monthly food events and monthly company meetings.
• Provide communications support including PowerPoint presentations, memos, communications plans and assisting in the delivery of communications
• Other duties and special projects as assigned 

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. The above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position.

Who Administrative Assistant - HR Are

• Strong communicators, both written and verbal.
• Consistently professional with a positive attitude.
• Focused on providing exceptional customer service.
• Collaborative team players across departments.
• Self-starters who work well independently.
• Trusted with sensitive and confidential information.
• Highly organized and detail-oriented.
• Skilled in collecting and analyzing data.
• Proactive and resourceful in tackling challenges.
• Meticulous with a sharp eye for detail.
• Effective at solving problems quickly and creatively.
• Able to juggle multiple tasks with efficiency and ease.

Requirements

Minimum Qualifications

• High school diploma or equivalent required. Associate’s degree or Certificate in HR preferred
• Previous HRIS and administrative experience
• At least two years in role requiring confidentiality of personal data
• Microsoft computer efficiency- Highly proficient in Microsoft Outlook, Word, Excel, PowerPoint, and knowledge of or desire to learn Visio
• The ability to pass a drug screen and background check.

Physical and Mental Demands

While performing the duties of this job, the employee is regularly required to see, talk and hear. The employee frequently is required to sit and use hands along with fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with hands and arms, climb or balance, and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision. 

Must be able to understand issues, problems, and opportunities and make timely, sound decisions. Take responsibility for decisions and understand the impact and implications of decisions and provide feedback as necessary. Communicate with other employees and customers, perform an assortment of administrative tasks, and have personal management skills. Possess advanced customer service skills, the ability to develop professional relationships with customers and employees. Demonstrate attention to detail and exert high effort and focus on very busy days. Must be able to make sound decisions and remain calm under high pressure situations. Must continually identify personal knowledge and perspective gaps and self-educate. 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Work Environment

While performing the duties of this job, the employee is occasionally exposed to a production environment with mechanical assembly operations, and vehicles. The noise level in the work environment is usually moderate. This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with it.

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.