DESCRIPTION OF POSITION’S ESSENTIAL FUNCTIONS:
ELM is seeking an Administrative / Human Resources Assistant to work in our Phoenix, Arizona office. In this position, your primary focus will be to support the current Adm functions for our Arizona operations as well as support the Corporate HR department with administrative tasks, employee onboarding, and assisting Arizona staff with basic HR requests/questions. This role will be working alongside the current Arizona Administrative Coordinator and many of the following tasks will be a team effort. This is a fast-paced position where you must be able to organize your work and acknowledge and appropriately handle high-priority or time-sensitive data with limited supervision. This will require that you rely on excellent data entry, communication, and judgment to plan and accomplish goals and manage your daily work and that you are committed to the high quality and accuracy of your work. This position does not require previous Human Resources experience but does require previous administrative experience. The general office hours are 7:00 am to 4:00 pm M-F.
Your specific duties in this role will include:
ADMINISTRATIVE DUTIES:
- Fleet –
- Assist with fleet operations such as maintaining vehicle assignments
- Coordinating vehicle repairs with the fleet department
- Coordinate vehicle registration, insurance, and fuel card needs
- Manage windshield replacements through approved vendor
- Record Lytx camera vehicle assignments
- Manage fleet reports relating to vehicle mileage, maintenance and inspections.
- 811 calls –
- Assist contractors with questions about their ticket(s)
- Communicate contractor needs/concerns with supervisors and/or technicians
- Explain ticket status to contractors and offer solutions or next steps.
- Purchasing –
- Place requisitions on Certify for equipment, tools, office supplies, and paint.
- Keep track of purchase order status and orchestrate shipment deliveries
- Count items received and close POs when applicable
- Communicate needs for supplies with management.
- Equipment/Inventory –
- Manage equipment needs for technicians
- Maintain accurate equipment assignments for technicians
- Keep track of any/all asset transfers
- Report lost/stolen assets with management
- Order all equipment needed for training classes and current technicians
- Prepare equipment to be shipped for repairs
- Maintain an organized equipment room, storage, and bay.
- Office Management –
- Work with technicians/management regarding paperwork needing to be completed
- Maintain accurate records of supervisor areas
- Maintain accurate records of technician assignments
- Assist in supplying supervisors with documents, forms, or anything needed for their technicians or themselves including assisting the Area Managers and State Director with various tasks as needed.
HUMAN RESOURCES ASSISTANT DUTIES:
- New Hires/Onboarding –
- Ordering appropriate pre-screening such as drug screens, Motor Vehicle Records, and background checks for candidates that have been extended an offer.
- Sending the digital onboarding to new hires once they have passed all required pre-screens
- Work closely with corporate HR to track all pre-hire and new-hire progress in Arizona
- Assist new hires with completing their required new hire paperwork on their first day as well as assist with any questions or concerns they may have regarding the digital onboarding process.
- Communicate with new hires regarding their hiring status, location, and any questions they have related to the start of their training class
- Assist AZ State Trainer with equipment or vehicles needed for training classes
- Secure conference rooms for training classes
- General HR –
- Assist employees with simple requests such as accessing their W2s, check stubs, the employee handbook, direct deposit change forms, tax forms, etc.,
- Assist with general HR policy questions/concerns including benefit questions/concerns.
- Assist employees with general benefit questions and concerns such as accessing their insurance cards and looking up in-network providers.
- Assist employees with questions regarding their 401(k) account or how to enroll/change their elections.
In addition to hourly compensation, ELM offers a full benefits package including:
- Medical, Dental, and Vision Insurance, Voluntary Disability Insurance, and Voluntary Life Insurance
- Paid-Time Off accrual (PTO) Vacation/Sick Time (You have the ability to accrue up to 80 hours per full year worked to start. Accruals go up with years of service)
- 6 Paid Holidays
- 401(k) plan
- Employee Assistance Program (EAP)
- Paid hands-on training
- Annual reviews with the potential for increases
GENERAL QUALIFICATIONS:
- High School Diploma or GED
- At least 1-2 years of administrative experience
- Strong administrative and customer service skills are a must.
- Experience with pre-employment checks or in a recruiting environment is a plus
- Excellent typing and data entry skills
- Understanding of company and departmental policies and procedures
- The ability to conduct yourself professionally and prioritize confidentiality is a must
- Excellent verbal and written communication skills with attention to detail
- Proficiency with Microsoft office, specifically Word, Excel, and Outlook.
SELECTION PROCESS:
When considering applicants for this position, the selection process will take into consideration the needs of the Company, including such factors as reorganization requirements, diversity opportunities, relocation requirements, employee development, and job succession.
WE ARE AN EQUAL OPPORTUNITY EMPLOYER