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Job Description Job Description
JOB SUMMARY:
The Administrative Assistant and Receptionist will provide administrative and clerical support to Lad Lake employees, particularly within the HR department, based at the Dousman Campus.
Until a Recruiter has been secured, temporarily, this role extends to supporting the Human Resources team in sourcing, screening, and hiring top talent. This role is crucial in ensuring a smooth and efficient recruitment process, contributing to the overall success of the HR department.
ADMINISTRATIVE DUTIES:
- Process, track, and communicate pre-employment activities for new hires including background checks, verifications of employment, reference checks, fingerprinting, and medical appointments.
- Work with company trainers to create a training schedule that will allow caregivers enough opportunities to attend needed training so they can remain in compliance with state licensing requirements. Share training schedule with the workforce, record RSVPs and notify trainers, and record completed training in respective software.
- Data entry in HRIS (ADP Workforce Now).
- Administer surveys through SurveyMonkey.
- Assist with creating correspondence, company announcements, newsletters, YoDeck slides, and other internal and external documents.
- Assist the Human Resources Team with various projects.
- Provide a welcoming, professional, and warm reception for visitors and employees.
- Direct all visitors, process incoming and outgoing mail, and provide switchboard coverage as needed.
- Regular in-person attendance is an essential function of this position.
- All other duties as assigned.
TALENT ACQUISITION DUTIES (temporary):
- Partners with managers to identify personnel needs and preferences to screen candidates.
- Initiates contact and coordinates ongoing communication with applicants. This includes close follow-up from first contact to orientation, as well as welcome, and rejection emails.
- Reviews applications and arranges interviews.
- Regularly and accurately maintain applicant statuses in HRIS and complimentary databases such as the current staffing spreadsheet.
- Assists with the offer process by coordinating with the hiring manager and human resource staff, including documenting pay ranges, incentives, start dates, and other relevant details. Responsible for scheduling orientation sessions.
- Initiate offer letters, track completion, and update staffing rosters appropriately.
- Files and maintains interview materials and associated logs for future reference.
- Provide weekly metric reporting as it relates to recruiting, onboarding, and the new employee experience.
- Ensure all screening, hiring, and selection is done in accordance with employment laws and regulations and supports equitable, diverse practices.
- Assist HR department with duties as assigned.
TECHNICAL SKILLS
- High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe, DocuSign, HRIS and databases.
- Fast and accurate typing skills, with proficiency in data entry and management.
- Ability to manage complex schedules, arrange meetings, and coordinate events.
- Skilled in using communication tools such as email, video conferencing platforms (Zoom, Microsoft Teams), and phone systems.
INTERPERSONAL ABILITIES
- Strong verbal and written communication skills for effective interaction with colleagues, clients, and vendors.
- Friendly and professional demeanor when interacting with internal and external stakeholders.
- Ability to work well with others and contribute to a positive team environment.
- Emotional intelligence to understand and manage one’s own emotions and empathize with others.
- Handle sensitive information with utmost discretion and maintain confidentiality.
PERSONAL ATTRIBUTES
- Dependable, and highly organized with the ability to prioritize tasks, manage time effectively, handle multiple responsibilities simultaneously, meeting project goals and deadlines with prudence and urgency.
- Show a desire to learn and grow professionally.
- Exhibit a willingness and flexibility to do “whatever it takes” for “whoever needs it” to foster the growth and success of the business.
- Keen eye for detail to ensure accuracy and quality in all tasks.
- Proactive approach to identifying and resolving issues efficiently.
- Ability to adapt to changing environments and handle unexpected situations with ease.
- Consistently demonstrates a high level of professionalism in behavior and appearance.
- Initiative to go above and beyond in assisting and improving office processes.
- Critical thinking abilities to make informed decisions quickly.
QUALIFICATIONS AND EXPERIENCE
- Education/Training: Associate's degree in administrative support or related field preferred.
- Experience: Prior experience in administrative roles, with a proven track record of supporting executives or teams, is advantageous.