Administrative Assistant


Jacksonville, FL


Full Time

Human Resources Assistant


Maintain a positive work atmosphere by behaving and communicating in a manner so that you get along with Clients, co-workers, and supervisors. Professional dress attire is required to City Wide standards.

  • Answer all operator calls and greet/direct everyone who enters the building.
  • Provide administrative support to the Human Resources department.
  • Provide administrative support to Sales and Operations departments, and help coordinate corporate special events.  



  • Administer and process Culture Index and Wonderlic assessments, along with any other pre-employment screenings during interview process.
  • Assist Recruiter as needed with telephone and in-person interviews.
  • Post ads through all resources-newspaper, Monster, agencies, CareerBuilder, and other sources.
  • Play an active role in the office, administrative, managerial, and sales staffing and recruiting process by maintaining an always recruiting attitude, attending job fairs when possible and cultivating ongoing relationships with selected key recruiting and staffing sources.

Benefits Administration

  • Distribute insurance information to employees who will have their 3-month anniversary.


  • Complete paperwork process and conduct background checks for new Service Providers.
  • Maintain files of auto insurance certificates for employees who are paid a gas allowance.
  • Answer phone calls/emails regarding employment or Independent Contracting opportunities
  • Track and send information to potential SPs on how to become contractors with City Wide.
  • Distribute vests and create ID badges for SPs.
  • Coordinate shirts for logo embroidery.
  • Forward/deliver SP invoices and insurance information to Accounting department
  • Prepare and send monthly random audit to 10 SPs. Send reminder email 1 week before payday/deadline.

HR Administration

  • Send 90 day and annual review information to employees.
  • Remove terminated employees from CWU.
  • Assist with placing recruiting ads.
  • Coordinate shirts for logo embroidery for employees


  • Always make sure that someone is at your desk to greet people entering the facility and answering incoming calls. If you are going to leave your desk or make outbound calls, you must make sure someone is able to answer incoming calls for you.
  • Check voice mail immediately and forward all messages to the appropriate person. The red flashing light is your indicator and should never be left unattended.
  • Treat each and every phone call or application as our most important sales lead until they are rated or hired. People will go find a job somewhere else if we do not vigorously pursue them.
  • Sign for FedEx/UPS deliveries.

Employee Relationship

  • Process new hire paperwork, including background checks and drug screens. Enter new hires into Paychex.
  • Maintain all I-9 files by company.
  • Prior to the end of every month, create Birthday and  Anniversary list for next month. 
  • Update the company phone directories whenever there is a personnel change; distribute to all office personnel and e-mail to all employees.
  • Help plan and organize all employee events including: kick-off party, company awards, etc.
  • Assist employees in finding forms/policies and answer general questions.
  • Order business cards for new and current employees.


  • Undergraduate College degree in Human Resources or a related field.
  • One or more years of Human Resources experience.
  • Preferred computer proficiencies:
    • Microsoft Office (Word, Excel, PowerPoint and Outlook)
    • E-mail and Internet


  • Helpful, positive attitude and warm, friendly personality with clients, other employees, and applicants.
  • Responsive to answering operator calls, usually within 2 rings.
  • Task completion on assigned projects or job functions.
  • Attention to detail and accuracy of administrative work.


  • Controller

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