Overview

The Recruiting Assistant will assist the recruiting department by performing receptionist, processing, administrative and clerical support duties.

Required Experience and Skills:

• High school diploma or general education degree (GED)
• Two to five (2-5) years of related experience and or training; or equivalent combination of education and experience.
• Ability to read and interpret documents such as employment forms, safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.  Ability to speak effectively before prospective employees and applicants or employees.
• Proficient with Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint.
• Excellent organizational and time management skills.

Responsibilities

*The following are intended as general illustrations of the work in this job class and are not all-inclusive for this position.

• Perform Assistant Recruiter duties as required

HR Administration / Onboarding Related Duties:

• Administer applicant tracking and onboarding systems.
• Review and approve new hire/re-hire submissions.
• Administer the set-up of new hire alerts and starts/terminations.
• Administer onboarding package to new hires and maintain documents for new hires.
• Ensure completion and compliance of all onboarding requirements.
• Ensure all paperwork is scanned into electronic management system.
• Follow up with candidates on completion of the required documentation.
• Notify recruiting manager of any potential issues with the new hire.
• Act as a liaison between candidate/recruiting/accounting and HR for all onboarding documentation for hires and terms.
• Work with recruiting team, orientation trainer and manager to coordinate and facilitate new employee orientations and interactions.
• Follow up with employees and manager to collect and update paperwork.
• Create and maintain personnel records.
• Assist with internal audits and monthly compliance tracking.
• Organize and maintain recruiting team site records.
• Overflow work from recruiting team members.
• Filing and other administrative duties as assigned. 
• Distribute directions to work location/jobsites, distribute PPE where applicable, and distribute employee handbook and ethics policy.
• Communicate with supervisors/jobsites regarding status of manpower requests.
• Compose and type routine correspondence.

Receptionist Related Duties:

• Greet and welcome guests/applicants as soon as they arrive at the office.
• Direct applicants to the appropriate person and office.
• Answer, screen and forward incoming phone calls.
• Arrange conference calls.
• Coordinate appointments for recruiting department employees.
• Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record and transcribe minutes of meetings.
• Maintain call in log and distribute to all recruiters daily.
• Direct applicants to apply online.
• Assist applicants apply online at the reception area kiosks.
• Provide basic and accurate information in person and via phone/email.
• Receive, sort and distribute daily mail/deliveries.
• Prepare outgoing mail and correspondence.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor log book, issue visitor badges).
• Order hiring center’s supplies and keep inventory of stock.
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
• Schedule new employees for needed Safety Council courses.
• P-vault all required documents.
• Set up new employees for drug screens and physicals. 

Qualifications

Physical

• Occasionally required to lift up to 25 pounds
• Regularly required to talk or hear
• Frequently required to walk, sit, and reach with hands and arms
• Subject to repetitive use of hands/arms
• Occasionally required to stand, stoop, kneel, crouch, bend, use hands and fingers to handle and feel
• Vision requirements include close vision, distance vision, and ability to adjust focus
• Will need to be able to perform sedentary work

Mental

• Must have the ability to direct others and communicate effectively with other management/ supervision
• Talking and reading & writing comprehension is necessary for giving and receiving directions to perform work and/or safety policy
• Ability to use math/complete calculations
• Must be able to concentrate amid distractions and remember details
• Ability to use computer, keyboard, telephone and other office devices