Human Resources Assistant (Multi Store)

Summary of Position  

The Human Resources Assistant is responsible for supporting the Human Resources function and administering the day-to-day operations of the Knudtsen Auto Group which includes Knudtsen Foothills, Knudtsen Chevrolet and ABRA Auto Body Shops. This position will be housed under Knudsen Chevrolet, but in addition to working at Knudtsen Chevrolet, the HR Assistant may be required to work at Knudtsen Foothills and the ABRA Body Shops on occasion.   

The HR Assistant will report to the HR Manager and ensure that employees of the organization are supported and provided with a healthy workplace.  

Responsibilities  

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  Updating the employee directory, maintaining a database of employee contact information, and updating the company organizational chart. 

  
  

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  Updating the “Meet our Staff” tab on the company website and intranet with photos, video, etc. of current Team Members. 

  
  

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  Keeping employee records up-to-date with employee status changes, pre employment documents, hiring verification docs and interview notes, performance evaluations, coaching action notices, certifications (training, schooling), pay plans, job descriptions, etc. 

  
  

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  Maintaining personnel files in compliance with applicable legal requirements. 

  
  

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  Assisting with creating materials and agendas for meetings and confirming attendees. 

  
  

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  Managing the HR Calendar of events. 

  
  

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  Assisting with all staffing/hiring functions including updating and managing Hireology (applicant tracking software).   

  
  

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  Responding to unemployment claims in a timely manner.  

  
  

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  Assisting with Benefits Administration which includes open enrollment each year, benefit reconciliation, communicating with team members regarding required info, answer questions about benefits, assist in benefits education, etc.  

  
  

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  Assisting with accurate upkeep of HRIS system (Netchex). This includes new hire data entry, accruals, anniversaries, birthdays, new hire and term reporting, etc. 

  
  

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  Assisting with employee recognition programs such as the birthday card program, wellness programs, team member events, end of the year celebration, etc., and hiring events. 

  
  

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  Representing the company by attending hiring functions, job fairs, community events, etc.  

  
  

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  Assisting HR Manager in communication from HR. 

  
  

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  Complete VOE’s. 

  
  

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  Keep track of uniform inventory and order when applicable.  

  
  

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  Order nametags and business cards when applicable for new hires.  

  
  

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  Complete the ‘Onboarding’ process for all new hires. Create their pay plan, print their documents needed for their employee file, and get them set up on their computer/into their systems needed for their job.  

  
  

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  Keep track of keys at Knudtsen Chevrolet and Knudtsen Foothills and distribute them when needed. 

  
  

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  Keep track of the employee referral program and notify Office Manager when a check needs to be written. 

  
  

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  Create a company approved signature line when new hires start.  

  
  

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  Assign EE numbers to new hires when they start.  

  
  

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  Run MVR’s for candidates we are looking to hire, notify company when we do hire them.  

  
  

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  Give out blue cards/insurance cards for new hires that will be in driving positions at Knudtsen Foothills. 

  
  

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  Set up new applicable employees (Sales Managers, etc) with an alarm code at Knudtsen Foothills if they need to lock up the building.  

  
  

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  Send in forms to Intermax when employees start and leave.  

  
  

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  Work with our photographer to schedule employee headshots – then work with DealerOn to get posted onto our website. 

  
  

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  Other tasks as assigned. 

  
  

Qualifications 

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  Must have some HR knowledge.  A minimum of 2-3 years of HR experience required. Willing to consider a combination of education and experience. 

  
  

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  Excellent computer skills with knowledge of Microsoft products, including proficiency in Word, Excel, and PowerPoint required. 

  
  

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  Proficient oral and written communication skills, and the ability to read and interpret documents. 

  
  

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  General knowledge of various employment practices and business. 

  
  

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  A team player with exceptional interpersonal skills. 

  
  

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  Able to exhibit a high level of confidentiality. 

  
  

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  Excellent organizational skills. 

  
  

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  Must be able to identify and resolve problems in a timely manner and gather and analyze information skillfully. 

  
  

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  Have a valid driver’s license. 

  
  

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  Pass a motor vehicle report and possess a safe driving record. 

  
  

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  Must be willing to work at all Knudtsen Auto Group locations. Home base for the HR Assistant will be Knudsten Chevrolet.  

  
  

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  Pass a criminal background check.  

  
  

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  Required pre-employment drug test (note: we do not test for marijuana during pre-employment testing).  

  
  

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  Also subject to random drug testing, reasonable suspicion drug and alcohol testing, and post-accident testing at the company’s request. 

  
  

PHYSICAL DEMANDS and WORKING ENVIRONMENT 

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

The HR Assistant may be required to stand for long periods of time, sit for long periods of time, walk to visit team members in various departments, lift and/or carry up to 50 pounds, balance, stoop, kneel and crouch.  While performing the duties of this job, the employee is regularly required to talk, listen and listen.  The employee is frequently required to use hands to finger, handle, feel and reach with hands and arms.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  The environment for the HR Assistant is most often an office setting.  The HR Assistant may be required to walk the dealership property and may encounter inclement weather. The HR Assistant could also enter the service areas and be exposed to dangerous work environments, fumes/exhaust and loud noises.  The noise level in the work environment is usually quiet to moderate.