Human Resources Administrator
Reports To: Employee Relations Manager
Pay Structure: Hourly/Non-Exempt, $30.00 – $35 Hourly
Position Location: Livermore, California
Position Hours: Monday – Friday, 7:30am-4:30pm (1-hour meal break)
Human Resources Administrator
Reports To: Employee Relations Manager
Pay Structure: Hourly/Non-Exempt, $30.00 – $35.00 Hourly
Position Location: Livermore, California
Position Hours: Monday – Friday, 7:30am-4:30pm (1-hour meal break)
SUMMARY
The Human Resources Administrator provides administrative support and coordination for Peterson’s Human Resources (HR) Department in a variety of program areas. Responsibilities include assisting with talent acquisition processes, conducting the pre-placement process, coordinating and conducting New Employee Orientations, scheduling meetings, and coordinating special projects as assigned. This position scans, files, and enters confidential HR information which may include labor contract matters, grievances, and employee complaints.
Assignments and routine responsibilities may vary depending on the location of the position.
ESSENTIAL JOB FUNCTIONS
The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign the functions to this job at any time due to reasonable accommodation or other reasons. Job functions include the following. Other duties may be assigned.
Human Resources Administration:
Assist with talent acquisition process, including job announcements, job postings, coordinating interviews and candidate travel arrangements, and tracking referral program payments, and Service Award payments.
Conduct, monitor, and ensure the timely completion of the pre-placement process for candidates recently offered employment, working closely with candidates, hiring managers, clinics, and background agencies.
Coordinate and conduct New Employee Orientation (NEO) and first-day activities for newly hired employees.
Coordinate travel and hotel arrangements for newly hired employees to attend NEO, as needed.
Coordinate with hiring managers and Information Technology (IT) department to ensure company equipment such as laptops and cell phones are provided to applicable employees on their first day.
Assemble NEO packets and provide to employees during NEO; update packets as needed.
Collect NEO paperwork from employees on their first day.
Complete I-9 forms verifying appropriate and valid identification.
Assemble personnel files and route for secure filing.
Use purchasing and billing systems to code HR department invoices; send to Accounts Payable for timely payment.
Secure temporary employees through Staffing Agencies; coordinate preplacement with agency representatives, keeping hiring manager informed, and coordinate safety training.
Order supplies and help prepare training materials for HR-related meetings and training sessions.
Attend Human Resources related training to continually gain knowledge of the field
Establish and securely maintain employee personnel records, files, and filing systems in alignment with record retention requirements and regulations.
Track and communicate performance review due dates and send periodic reminders to managers.
Assist with and/or create confidential data reports and summaries via use of a variety of computer and programs.
Order and display employment labor law posters on all department bulletin boards at facilities; route required posters to branch locations.
Maintain all information with appropriate confidentiality and professionalism.
Maintain regular, punctual, and predictable attendance.
Depending on assignment, this position may:
Assist with job fairs and other employment outreach efforts.
Administer and coordinate employee service award program. May assist with location specific celebrations.
Assist with annual EEO-1 Filing and other compliance related reports as requested.
Assist in coordinating stay and exit interviews for HR Manager and/or Senior HR Representative.
OTHER JOB FUNCTIONS
Assist Talent Acquisition and Human Resources teams with projects as needed.
Work collaboratively in a team environment with a spirit of cooperation.
Display excellent communication skills including presentation, persuasion, and negotiation skills required in working with customers/ coworkers, including the ability to communicate effectively and remain calm and courteous under pressure.
Respectfully take direction from supervisor/manager.
JOB SCOPE
This position serves in the capacity of the Human Resources Administrator. General discretion and judgment are exercised routinely in the execution of job duties. If errors in judgment or professional execution of responsibilities are made, the consequences to the Department/Business Unit/Company can be significant/serious/severe.
INTERPERSONAL CONTACTS
Internal contacts consist of all levels of positions in the company from business unit leaders to entry positions. This position regularly deals with candidates, hiring managers, coworkers, and agencies in exchange of information in person, writing, via telephone or by electronic transfer. Extreme sensitivity is required in dealing with such information and decisions concerning the release or sharing of that information. External contacts may consist of labor leaders, lawyers, government representatives, customers, vendors, agencies, consultants, and anyone who enters the work area.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, safely and in alignment with Peterson’s core values. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Basic understanding of employment labor laws and willingness to continue to learn required
Strong computer skills including proficiency in Microsoft Office Suite, Email, and Internet applications required
Strong understanding of confidentiality in human resources related matters required
Strong interpersonal skills, organizational skills, multitasking abilities, versatility, and flexibility required
EDUCATION and/or EXPERIENCE
Associate Degree from a fully accredited college in Human Resources, Business Administration, Business Management, or other closely related field and a minimum of one (1) year of directly related human resources administration experience, preferably in a heavy industrial environment with employees covered by a collective bargaining agreement; or an equivalent combination of education and experience.
COMPETENCIES
Safety – Actively demonstrates vigilance in protecting self, customers, co-workers, contractors, suppliers and community from risky actions or unsafe conditions. Promotes and follows Peterson’s safety policies and guidelines. Able to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others.
Peterson’s Communication Principles – Able to demonstrate the following communication skills and principles when working with customers, co-workers, and other stakeholders:
Showing up and choosing to be present- to honor others and give my best self.
Paying attention to what has heart and meaning- to understand and acknowledge the true intent.
Tells the truth without blame or judgement- to motivate and build confidence.
Open to outcome, not attached to outcome- to learn from what happened and never stop improving.
Peterson Values – Behavior and work product aligns with Peterson’s Core values – Customer First, Integrity, Excellence, Teamwork, and Fun!
Accountability – Takes responsibility for own actions; Keeps commitments. Completes tasks on time or notifies appropriate person with an alternate plan; Focuses on performance, manages execution.
Curious – Continuously pursues opportunities to learn and grow professionally and personally. Solicits feedback to improve self, service, performance and the organization. Applies feedback to improve performance.
Leadership –Refrains from activities that would negatively impact organizational health and reputation, compromise trust or working relationships, or create unnecessary bureaucracy.
Ethics – Works ethically and with integrity; avoids any action that could be interpreted to be for personal gain, in violation of Peterson’s Code of Conduct and Business Ethics, or as an abuse of positional power. Maintains confidentiality; Protects Customer, Manufacturer and Company proprietary information; promptly reports conduct that could is or could be considered unethical; Honest and forthcoming with information.
Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Focuses on solving conflict, not blaming; Remains open to others’ ideas and tries new things; Works well in group problem solving situations; Uses reason even when dealing with emotional topics; Meets commitments.
Technical Skills – Has the skills needed to successfully perform job responsibilities and be viewed as competent. Shares expertise with others; Understands implications of decisions; Demonstrates knowledge of market and competition; Aligns work with organization’s goals.
Communication – Speaks clearly, respectfully and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings; Writes clearly and informatively; Listens to others without interrupting; Keeps emotions under control; Gives and welcomes feedback; Has personal awareness of body language and tone being used to maximize quality of communications.
Teamwork – Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Contributes to building a positive team spirit; Puts success of team above own interests. Provides recognition for results; Offers to help others before being asked; Supports co-workers and provides them with grace.
Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Manages difficult or emotional customer and/or employee situations; Responds promptly to customer and employee needs; Facilitates a work environment where individuals are treated with respect and are not subject to hostile or other harassing behaviors.
Adaptability – Adapts to changes in the work environment; Able to deal with frequent change, delays, or unexpected events; Flexible; Open to new ideas.
Initiative – Undertakes self-development activities; Looks for and takes advantage of opportunities; Asks for and offers help when needed; Looks for ways to improve performance and the organization as a whole; Pursues training and development opportunities.
Dependability – Consistently reports to work on time as scheduled; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Commits to long hours of work when necessary to reach goals.
LANGUAGE SKILLS
Strong language skills are required, including the ability to draft clear and professional emails, reports, and job announcements. Proficiency in reading and interpreting employment laws and HR policies required. Excellent verbal communication and active listening skills are necessary for conducting training sessions, coordinating with employees and managers, and handling inquiries effectively.
MATHEMATICAL SKILLS
Math skills required include proficiency in basic arithmetic, payroll calculations, and benefits deductions. Ability to work with percentages, leave balances, and timelines required to ensure accurate payroll and compliance.
COMPUTER SKILLS
Proficiency in computer systems is essential, including Microsoft Office Suite, HRIS, ATS, and payroll software. Strong data entry and document management skills are needed for tracking hiring processes, maintaining employee records, processing invoices, and scanning HR documents.
REASONING ABILITY
Strong reasoning ability is necessary for interpreting employment laws, resolving issues, and applying company policies consistently. Excellent problem-solving, decision-making, and critical thinking skills required to maintain confidentiality and handle multiple HR tasks efficiently.
WORKING CONDITIONS
The working conditions, physical demands, and environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed primarily in an office environment that is climate controlled. Periodic work outside the office and shop areas that may or may not have climate controls will be required. This is a full-time position. Days and hours worked will mirror the business operations which typically runs Monday -Friday. May work more than eight consecutive hours at a time or more than 40 hours in a 7-day work period depending on work demands. Occasional evening and weekend work will be necessary. Travel will be required to branch locations, company events, professional development and industry conferences. Must have access to reliable transportation and must be able to travel via most efficient mode for work related travel i.e., airplane.
With Peterson’s Customer First focus, the individual may encounter pressure in meeting customer needs, balancing competing deadlines and resource constraints. Situations must be handled in a manner that meets customer needs and does not negatively impact customer satisfaction. Customers are both internal and external.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is continuously required to sit, use hands or fingers to handle/feel, reach with hands and arms, talk, and/or hear. The employee is occasionally required to stand, walk, climb, balance, stoop, kneel, crouch, and/or crawl. Employee is frequently required to lift and/or move up to 10 pounds and may be required to occasionally lift and/or move up to 25 pounds. Vision requirements include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
