Administrative Assistant (HR & CEO Support) NY

Job Summary: We are seeking a dedicated and detail-oriented Administrative Assistant to support the Director of HR and Chief Executive Officer (CEO) in various administrative and clerical tasks. The ideal candidate will play a crucial role in facilitating HR processes, maintaining employee records, and ensuring smooth operations within the department. This position requires strong organizational skills, a proactive approach, and the ability to handle sensitive information with discretion. Responsibilities: HR Functions: Lead onboarding in the Paylocity Payroll System, ensuring new hires are properly entered and all necessary steps are completed. Assist in processing Worker's Compensation, Unemployment, and Short-Term Disability claims, as well as employment verification requests. Support open enrollment by running reports and updating employee records in Benefitsolver. Assist with recruitment efforts, including posting job openings, reviewing resumes, interviewing candidates, and conducting reference checks. Process background checks and sex offender checks for new hires and summer camp staff. Run ad hoc reports and update staff training, certifications, and employee recognition records. Participate in WOW Committee meetings and assist with employee recognition events. Assist with compliance-related tasks such as EEOC annual filing and HR best practices projects. Conduct annual updates to Total Rewards Compensation Profiles in Paylocity for full-time staff. Manage and organize personnel files, ensuring timely filing of documents. General Administrative Functions: Handle administrative duties efficiently, including calendar management, data entry, and report generation. Prepare and generate reports, letters, and other documentation as assigned. Attend work-related seminars, workshops, and meetings as required. Perform office support tasks, including research, filing, faxing, copying, sorting daily mail, and posting company events and legal notices. Provide executive-level administrative support to the CEO, including scheduling, proofreading, voicemail management, scribing, meeting minutes, Excel spreadsheet management, and board packet preparation. Serve as a backup to the Payroll Specialist when necessary. Qualifications: Bachelor's degree in HR, Psychology, Organizational Management, or related field preferred. 1-3 years of experience in a membership or nonprofit organization preferred. Basic knowledge of employment law, NY State Unemployment, Worker's Compensation, and Short-Term Disability claims. High level of confidentiality and professionalism. Strong analytical, organizational, and multitasking abilities with excellent attention to detail. Team-oriented with strong customer service skills, self-motivation, and enthusiasm. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and strong writing and proofreading skills. Experience with ADP Workforce Now is a plus.

Created: 2025-03-04