Administrative Assistant/Scheduler

Location

Jacksonville, FL

Type

Full Time

Human Resources Assistant/Scheduler

GENERAL RESPONSIBILITIES

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.  Professionalism is everything.

  • 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.  

SPECIFIC RESPONSIBILITIES (BUT NOT LIMITED TO)

Staffing/Recruiting

  • Administer and process pre-employment screenings during interview process.
  • Assist Recruiter as needed with telephone and in-person interviews.
  • 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.
  • Scheduling for larger clients

Operations

  • Complete paperwork process and conduct background checks for new Independent Contractors (ICs)
  • Answer phone calls/emails regarding employment or Independent Contracting (IC) opportunities
  • Track and send information to potential ICs 
  • Distribute vests and create ID badges for ICs.
  • 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.
  • Proactively order supplies, uniforms, etc.

Receptionist

  • 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 customer. People will go find a job somewhere else if we do not vigorously pursue them.
  • Sign for FedEx/UPS deliveries.

HR Administration/Employee Relationship

  • Process new hire paperwork, including background checks and drug screens. Enter new hires into payroll
  • 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.

QUALIFICATIONS

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

KEY PERFORMANCE COMPONENTS

  • Helpful, positive attitude and warm, friendly personality with clients, other employees, and applicants.
  • Having a sense of urgency
  • 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.

REPORTING RESPONSIBILITIES:

  • HR Manager

Company Website: www.GoCityWide.com

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Company Website: www.GoCityWide.com