Human Resources Admin Assistant/Receptionist-11-001-SC/ Carson Divisional Headquarters (DHQ)

Mission Statement

The Salvation Army, an international movement, is an evangelical part of the universal Christian church.  Its message is based on the Bible.  Its ministry is motivated by the love of God.  Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

Position Summary

This position provides daily administrative support to the Divisional Human Resources Director and serves as the first point of contact for all visitors and outside callers. The role ensures visitors are properly welcomed, accounted for, and directed to the appropriate department. In addition, this position offers general support to the Human Resources Department.

Essential Functions

Human Resources

• Provide high-level administrative support to the Divisional HR Director, including calendar management, reconciliation, scanning, copying, and faxing.
• Draft and prepare correspondence (both written and electronic) on behalf of the HR Director when needed.
• Support research and special projects as requested by the HR Director.
• Offer general HR department support, such as preparing reports, organizing meetings and trainings, and responding to phone inquiries.
• Coordinate and prepare agendas for monthly staff meetings.
• Monitor background review notifications and partner with the HR Generalist to gather required documents for review by the CBRRC.
• Assist the Talent Acquisition Coordinator with monthly New Hire Orientation, including room reservations, employee check-in, lunch orders, snack prep, and HR swag supplies.
• Run monthly divisional reports (e.g., TR, New Hire, CBRRC).
• Notify the division of yearly training requirements and track completion.
• Enter updates into the HRIS system as needed.
• Assign and track HR trainings (e.g., HSI, Workplace Violence, HR Power Hour).
• Provide back-up support for employment verifications for past and current employees.
• Respond to government agency requests (e.g., EDD, Child Support Garnishments) and route them to the appropriate internal department as needed – back-up support.
• Assist with the processing of seasonal hires for both summer and Kettles as needed back-up support.
• Review and distribute department mail – back-up support.

Reception

• Greet and welcome all visitors to the TSA building, ensuring they feel valued and directing them to the appropriate staff or department.
• Monitor the front entrance to ensure building security by verifying a visitor’s purpose for being onsite, and allowing entry to individuals with legitimate business at DHQ.
• Answer incoming phone calls promptly and route them to the correct person or department.
• Manage reception operations for the Southern California Divisional Headquarters.
• Create and distribute all visitors and new hire badge access for building.
• Perform other duties as assigned to support the team and overall operations.

Working Conditions

Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis.  Ability to be able to lift up to 10lbs. Ability to grasp, push, pull objects such as files, file cabinets drawers and reach overhead.  Ability to operate computer, fax and telephone.

Minimum Qualifications     

• High School or GED
• AA Degree desired
• 2-3 years administrative support
• Previous experience supporting Human Resources department a plus.
• Proficient in Microsoft Office, Google Docs and Adobe

Skills, Knowledge & Abilities

• Organized & Detail Oriented
• Ability to multi-task
• Effective communication skills
• High level on integrity ability to maintain confidential information
• Regular on time attendance is a must