ABM (NYSE: ABM) is a leading provider of facility solutions with revenues of approximately $6.4 billion and over 130,000 employees in 300+ offices deployed throughout the United States and various international locations. ABM’s comprehensive capabilities include electrical & lighting, energy solutions, facilities engineering, HVAC & mechanical, janitorial, landscape & turf, mission critical solutions and parking, provided through stand-alone or integrated solutions. Founded in 1909, ABM provides custom facility solutions in urban, suburban and rural areas to properties of all sizes — from schools and commercial buildings to hospitals, data centers, manufacturing plants and airports.

Job Title

HR Administrative Assistant

Education

High School or GED

Career Level

Staff

Category

Human Resources

Job Type/ FLSA Status

Salaried Non-exempt

Travel Required

None

Shift Type

Job Description

Responsible for the administrative support functions of the Support Services Departments and management teams. This position provides clerical support and receptionist duties to the department.

• Responsible for answering all incoming calls, inquiries and greeting visitors to the department. Uses telephone answering scripting when receiving calls.
• Maintains office supplies for use by all management team members and places orders for replacement.
• Demonstrates Customer Service, Role Proficiency, Teamwork, Resource Management, Flexibility, Quality Initiatives and Leadership, and Personal Accountability as defined by the organization, department and unit.
• Receives and distributes all incoming mail and coordinates outgoing mail, including inter-office mail distribution.
• Coordinates orders, including the processing of invoices for payment.
• Provides assistance as needed with research for products and services.
• Responds to direct requests for information and/or forwards messages to appropriate staff.
• Manages information appropriate to role by providing timely and accurate input. Uses and transmits information in print, verbally, and on document forms appropriate to job tasks.
• Performs general office duties such as typing, flow of correspondence, filing (daily), requisition of supplies, faxing, etc. Maintains and updates database as needed.
• Maintains a clean work environment and office area.
• Acts as staff liaison for ongoing resident matters.
• Maintains master calendar of in-house meetings.
• Provides meeting support as needed (e.g., scheduling conference rooms, coordinating food, logistics).
• Coordinates materials for meetings and training sessions and other activities in the department. This includes taking meeting minutes.
• Assists with the hiring of department personnel including setting up interviews, pre hire-assessment, drug and background checks.
• Processes all benefit and HR paperwork for new hires and establishes employment files. Works closely with corporate office to coordinate the hiring and start of all new department personnel.
• Maintains all department personnel records including training records, personnel files, required regulator documents, and general information as established by the facility and department. Treats all patient, staff and employee information as confidential. Follows the HIPAA policy as established by the facility and department.
• Processes department time cards and payroll reports and submits within established deadlines; maintains employee vacation, PTO, sick time and holiday logs.
• Responds to staff requests for administrative support as needed.
• Maintains Lost and Found records and inventory including monthly purge of item(s) over 120 days. Handles reports of lost items and locates them by any means possible including checking all Lost and Found storage areas and Laundry if applicable. Retrieves Lost and Found items from Laundry and places them in appropriate storage area.
• It is the Administrative Assistants responsibility to physically go to Lost and Found to look for missing items.
• Prints Event Set up/Clean up/Reset sheets and places in event binder or places on Housekeeping board as necessary.
• Prints four (4) updated resident and staff phone lists. Distributes to Director, Day Supervisor, Night Supervisor and Administrative Assistant
• Updates all inventory logs as needed, issues and tracks lockers along with locks and keys, helps residents retrieve small items from storage
• Bi-weekly hours report for ABM Healthcare Support Services.

RESPONSIBILITIES – NON-ESSENTIAL FUNCTIONS:

• Maintains a professional appearance at all times.
• Participates in scheduled department meetings.
• Annual age-specific competencies.
• Mandatory Hospital Education.
• TB, Immunization and Employee Health Requirements.
• Department specific education and skill sets.

Minimum Requirements

Education/Training:

Required:

• High School Diploma or GED.

Preferred:

• Associate degree or advanced business training.

Job Knowledge/Experience:

Required:

• Two years of proven success in an Administrative Assistant role or related business role.

Language/Writing/Communication Requirements:

Required:

• Ability to communicate effectively in both written and verbal formats.

Other:

• Enjoys working in a team environment interacting with a variety of departments.
• Possesses excellent customer service skills.
• Possesses excellent communication and interpersonal skills treating others with respect.
• Able to work independently, establishes priorities and makes decisions without close
• supervision.
• Able to handle multiple tasks at one time.
• Possesses an energetic and upbeat personality.
• Able to handle varying work loads and meet changing priorities as necessary.
• Knowledge of the use of a personal computer in a Windows environment..
• Knowledge of word processing, spreadsheets, and other assorted business software.
• Ability to type in a word processing environment at 50 w.p.m.
• Works in a business office environment. Exposure to office equipment including computers, monitors, printers, fax machines and other related business equipment.
• This position requires the use of telephones and pagers throughout the day.