HR Office & Administrative Specialist

Title: HR & Office Administrative Specialist

Department: Human Resources

Reports To: VP of Human Resources

Location: Rochester, NY

Classification: Nonexempt, Full-Time

Annual Salary: $50,000-55,000 DOE

Position Summary

The HR & Office Admin Specialist will be responsible for the coordination and completion of a wide range of duties related to general administrative tasks. The Specialist will work with several departments and supervisors to coordinate needs based on calendar deadlines. This position will require a highly-organized individual who can work with many personalities and make decisions and adjustments based on deadlines and work-flow needs.

Essential Job Functions and Accountabilities

Job duties include but are not limited to the following activities:

• Coordinate Team/Meeting/Special Event food and lunches for corporate departments.
• Coffee/Snacks Order, Organize, Stock, Maintain, General food housekeeping.
• Keep phone and sign-in sheets current.
• Order Stock.
• Maintain Orderly Supply Closet and First Aid Box.
• Restroom Supplies.
• Open, Meter, FedEx/UPS Packages, Order Pick-up or Deliver to FedEx.
• Hold keys, Manage vehicle maintenance schedule.
• Company Intranet - Keep key documents up to date, seek out relevant content for update.
• Assist in proofing, printing, collating Board Packs, Other presentations as needed.
• Building/Badge Maintenance.
• Coordinate Recycling Vendors.
• Outside Vendor office design quotes, Order furniture, Schedule install and moves.
• Archive and Organize Shared Company Files.
• Assist Executive team as needed with task items such as; travel, scheduling, expenses, etc.
• Shared service support for all HR team members

Knowledge, Skills, and Abilities

• High attention to detail.
• Good organizational skills.
• Ability to prioritize tasks.
• Ability to working independently, handling numerous assignments simultaneously.
• Flexibility - Ability to change work schedule to accommodate other team members.
• Team Work – works well with other members in the company.
• Ability to be resourceful and flexible as conditions change or while encountering obstacles.
• Good working knowledge of Microsoft Word, Excel, PowerPoint.
• Good working knowledge of Internet applications.