Job Description: The Human Resources Administrative Assistant provides front desk coverage and administrative support to ensure smooth daily operations for the Human Resources division and corporate office. This position opens and closes the administrative area, manages visitor access and scheduling communications, answers and routes calls, and maintains the HR general email account, mail distribution, fax line, and conference room scheduling. The role also supports internal service needs by coordinating document processing and office equipment use, assisting with P-card requests and troubleshooting, ordering business cards, distributing employee bus passes, monitoring and replenishing office supplies, and supporting Accounting with invoicing, check scanning, deposits, and vendor invoice processing. In addition, the position supports HR administrative functions by uploading documentation into employee dashboards in the HMIS system, resetting Paycom passwords, assisting with HMIS reporting and monthly dashboard submissions, and completing other duties as assigned by HR leadership.
Essential Functions:
Front Desk Tasks
• Responsible for opening and closing the administrative section of the building in accordance with operating hours.
• Grant building access to visitors if they do not possess an RFID badge. Track scheduled visitors and employees when their appointments arrive and arrange for the visitor to be escorted to their meeting destination.
• Communicate with building occupants about scheduled visitors. (i.e., interviews, contractors, etc., so they know who is expected to enter the building and when)
• Oversee the operation of all office machinery and duplication equipment. Assists as needed with the faxing, copying, and emailing of documents on the copier machine.
• Responsible for new P-card requests, resetting of P-card passwords, and employee troubleshooting regarding the P-card process
• Business Card Orders
• Maintain the Human Resources General Email Account, answer and route incoming calls, Sort and deliver incoming mail, and mentor and manage the Company Fax Line.
• Maintain Corporate Conference Rooms for scheduling of all meetings
• Distribute employee bus passes
• Assist in monitoring, tracking, and maintaining office supplies for all the stores.
• Support the Accounting Department with invoicing, check scanning, and deposits as needed.
• Assist in processing vendor invoices through the pay system Paymerang.
Human Resources Admin Tasks
• Upload documentation into employee Dashboards using Company HMIS software, as directed.
• Reset Employee and Manager Passwords in Paycom.
• Assist with HMIS Reporting as instructed.
• Monthly HR dashboard reporting for Goodwill Industries International.
• Other duties as assigned by the Director of Human Resources or the Associate Director of Human Resources.
• Pull out retail Birthday and Work Anniversary Reports.
• Assist with making edits to Horizon Goodwill Documents.
• Monitor the Ask here function and assign Ask here to correct Horizon Goodwill, Representative.
- Oral/Written Communication
- Articulate thoughts and ideas clearly and effectively in written and oral forms.
- Critical Thinking/Problem Solving
Obtain, interpret, and use knowledge, facts, and data to make decisions and overcome problems.
- Teamwork/Collaboration
Work within a team structure and can negotiate and manage conflict.
- Digital Technology
Use existing digital technologies ethically and efficiently to solve problems, complete tasks, and accomplish goals. Demonstrate adaptability to new and emerging technologies.
- Professionalism/Work Ethic
Demonstrate personal accountability, effective work habits, and understand the impact of non-verbal communication on professional work image. Demonstrates integrity and ethical behavior, acts responsibly, and has the ability to learn from mistakes.
- Career Management
Identify and articulate skills, strengths, knowledge, and experiences relevant to the position desired and career goals, as well as identify areas necessary for professional growth.
- Global/Intercultural Fluency
Value, respect, and learn from diverse cultures, races, ages, genders, sexual orientations, and religions. Demonstrate openness, inclusiveness, sensitivity, and the ability to interact respectfully with all individuals.
Education and experience
- One year of clerical experience preferred.
- One year of prior Microsoft Office applications experience preferred.
Potential Career Paths
- Human Resources Generalis
- Resource Coordinator
- Recruiter
Skills Required
- One year of clerical experience
- One year of experience using Microsoft Office applications
- Clear and effective oral and written communication
- Critical thinking and problem-solving ability
- Teamwork and collaboration skills
- Ability to use digital technologies efficiently and adapt to new technologies
- Professionalism, accountability, effective work habits, integrity, and ethical behavior
- Ability to work respectfully with diverse individuals and cultures
What We Do
Hagerstown Goodwill (DBA Horizon Goodwill Industries) is a nonprofit that leverages retail operations and social enterprises to create employment opportunities. It operates retail stores selling donated goods, provides job training and vocational services across a multi-county region, and runs business services (packaging, assembly, fulfillment) to help people with employment barriers gain skills, income, and pathways to community jobs.
