Employee Relations Administrative Assistant *WORK FROM HOME DURING PANDEMIC* in Westlake Village, CA at Securitas Security Services USA

Date Posted: 5/8/2020

Job Snapshot

Job Description

Job Code: 93416512904

Category: Administrative

JOB SUMMARY:

Perform administrative and office support activities for the Employee Relations staff and management as needed. Duties may include customer service to field personnel via phone or email, creating and maintaining spreadsheets, report and presentations, and performing training webinars for the field personnel. Microsoft Office proficiency and strong communication skills are required.

THIS POSITION WILL INITIALLY BE TEMP WITH THE POTENTIAL TO REGULAR/PERM STATUS.  

ESSENTIAL FUNCTIONS

  • The functions listed describe the business purpose of this job or position.  Specific duties or tasks may vary and be documented separately.  An associate might or might not be required to perform all functions listed. Additional duties may be assigned, and functions may be modified, according to business necessity.
  • All assigned duties or tasks are deemed to be part of the essential functions, unless such duties or tasks are unrelated to the functions listed, in which case they are deemed to be other (non-essential) functions.
  • Associates are held accountable for successful job performance.  Job performance standards may be documented separately, and may include functions, objectives, duties or tasks not specifically listed herein.
  • In performing functions, duties or tasks, associates are required to know and follow safe work practices, and to be aware of company policies and procedures related to job safety, including safety rules and regulations.  Associates are required to notify superiors upon becoming aware of unsafe working conditions.
  • All functions, duties or tasks are to be carried out in an honest, ethical and professional manner, and to be performed in conformance with applicable company policies and procedures.  In the event of uncertainty or lack of knowledge of company policies and procedures, associates are required to request clarification or explanations from superiors or authorized company representatives.
  • Carry out all responsibilities in an honest, ethical and professional manner.

JOB DUTIES

  • Export data from HR systems to generate compliance reports
  • Create PowerPoint presentations for webinars and/or presentations
  • Maintain updated listings of new offices, re-locations, or closures
  • Compile and track EEO Quarterly Reports from the field offices
  • Create reports for administrative charge responses as requested
  • Perform additional functions, duties and tasks of a similar nature and scope as may be required by department management to achieve initiatives
  • Answer and direct phone calls
  • Organize and schedule meetings and trainings
  • Assist in the preparation of regularly scheduled reports
  • Develop and maintain a filing system
  • Maintain contact lists
  • Manage hotline vendor relationship and any issues arising out of the relationship
  • Provide training on hotline case management system
  • Act as backup to other department Administrative Assistant
  • Assist with OFCCP and other agency reporting requirements
  • Assist department management with other duties as may be required

Job Requirements

MINIMUM QUALIFICATIONS AT ENTRY

Additional qualifications may be specified and receive preference, depending upon the nature of the position. 

Education/Experience: 

  • High School Diploma or G.E.D. required, some college preferred
  • At least 2 years of administrative, customer service-related experience
  • Strong emphasis on data management
  • Some Human Resources experience preferred

 Competencies (as demonstrated through experience, training, and/or testing)

  • Excellent organizational, problem-solving, time-management, and prioritization skills
  • Ability to carry out multiple assignments concurrently
  • Ability to communicate effectively across various organizational levels
  • Strong customer service skills
  • Ability to be an effective team member
  • Must be proficient in MS Office Suite (Word, Excel, PPT, Outlook)
  • Skill in working with HR systems desired

 Working Conditions and Physical/Mental Demands:

With or without reasonable accommodation, a candidate must have the physical and mental capacity to effectively perform all essential functions described.  In addition to other demands, the demands of the job include:

  • Maintain composure in dealing with authorities, executives, clients, staff and the public, occasionally under conditions of urgency and in pressure situations
  • Successful passage of background, reference, psychological, and controlled substance tests
  • Required ability to handle multiple tasks concurrently
  • Computer usage
  • Handling and being exposed to sensitive and confidential information
  • Regular talking and hearing
  • Frequent sitting
  • Occasional walking, reaching with hands and arms, stooping, kneeling, crouching and crawling
  • Frequent lifting and/or moving up to 10 pounds and occasional lifting and/or moving up to 25 pounds
  • Close vision, distance vision, and ability to adjust focus
  • Work primarily performed in an office environment 

                                                           EOE/M/F/Vet/Disabilities