Administrative Assistant II - Portland, United States - Pelican Staffing

Description

SummaryFlexible during Mon-Fri; PART TIME 20-30 hours a week depending on their availability and business need. Potential for extension. Local candidates to start in case it turns into a longer assignment and would then become hybrid.Looking for a part-time Admin/Coordinator to help support the Talent Acquisition team. It will be mainly scheduling interviews for the hiring managers and recruiters and then supporting other scheduling for the team. In addition, supporting audits and collecting information, as needed. This person should have experience coordinating calendars and communicating with all levels of employees. They should be strong in Microsoft Suite and particularly Outlook.
Required Skills:
Is utilities experience required? (Y/N) N

Top 3 Must-Haves (Hard and/or Soft Skills):

• Detail-oriented
• Microsoft Suite – particularly Outlook
• Customer service to all – managers, candidates, employees

Top 3 Nice-To-Haves (Hard and/or Soft Skills)

• HR or Talent Acquisition experience a plus
• I-9 experience a plus
• Workday experience a plus

Education Requirements (Experience in Lieu of Degree): High school
Roles & Responsibilities:Team and Work Environment

• Can you give a high-level overview of your team size, roles, its initiatives/deliverables, and any tool/technologies specific to your team/department/project they will be supporting: TA Operations includes me, our onboarding program manager and two TA Coordinators.
• We support the TA Senior Manager and six recruiters to hire and onboard all PGE employees.

What would "a day in the life" of this role look like?

• A day in the life will be receiving interview requests from the recruiters and sometimes hiring managers directly.
• They would be finding calendar holds, confirming time with candidates both on the phone and via email and then updating and revising times as needed. They would work in coordination with hiring managers and the rest of the TA team. That would be most of the job.
• Additionally, they may schedule things for the TA Senior Manager and TA Supervisor (me).
• After getting up to speed and proficient with scheduling interviews, then supporting audits as available (pulling documents, reviewing I-9, etc.)

What interaction level with this role have the team members and hiring manager?

• A high level of interaction with myself and the rest of the team.
• They would also interact with all levels of employees at PGE to work with their calendars.

What would you say is the top priority for the worker over the first few weeks/months?

• Getting proficient with PGE systems and instilling confidence with the recruiters that they are detail oriented to ensure a premium level of candidate and hiring manager experience.

What do you foresee being the biggest challenge in this role?

• The PGE calendars are always full, so finding times for panel interviews can be very challenging.

Minimum Qualifications:

• Looking for a part-time Admin/Coordinator to help support the Talent Acquisition team. It will be mainly scheduling interviews for the hiring managers and recruiters and then supporting other scheduling for the team.
• In addition, supporting audits and collecting information, as needed.
• This person should have experience coordinating calendars and communicating with all levels of employees. They should be strong in Microsoft Suite and particularly Outlook.
• They should have intermediate skills in prioritizing need and working independently and with coworkers remotely.
• If they want to work in an office, we can support that as well. I'm flexible on the hours so they could work 9-2 or 8-12:30 or whatever combo works for their schedule.
• I'm targeting someone around 25-30 hours a week and would be open to someone that needed to flex up or down with their needs and business need.
• We have budget through 2024 and if the structure goes well, potential for extending.

Key Responsibilities:

• General Office Support/ Administration Provides administrative support to a manager and her/his team(s) or a facility; receives callers and incoming mail and refers to appropriate staff member or PGE department or independently handles routine matters; uses software applications to prepare emails, correspondence, reports, presentations, agendas, meeting minutes, etc.; independently responds to routine correspondence and inquiries.
• Communicates assignments and directives from manager to team; tracks and follows up to ensure completion.
• Schedules meetings and appointments for managers and staff.
• Coordinates, schedules, and confirms interviews; makes changes as needed or requested.
• Plans and organizes internal senior team meetings and meetings with outside industry members/stakeholders and others; reserves meeting space, arranges catering and compiles and assembles participant packets and materials; reports and troubleshoots problems with facilities, office equipment or furniture.
• Maintains administrative procedures; ensures that standards, policies and practices are followed. Handles all administrative tasks or issues that arise not requiring the attention of the manager or other staff; ensures efficiency and organization of office operations.
• Communicates directly and on behalf of the manager with staff and managers from other departments on matters related to the manager's priorities and views; maintains awareness of issues occurring in the environment and makes manager aware of those needing attention.
• Maintains and updates all physical and electronic files and records; maintains and updates procedural documents, guides and manuals, supports audits as needed.
• Personnel Administration Support Initiates personnel action requests and requisitions on behalf of manager; coordinates/interfaces on recruiting/hiring actions; coordinates new employee onboarding activities, e.g., obtaining computer and security access.

Functional Competencies:

• Intermediate knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
• Intermediate knowledge of clerical/administrative procedures, requirements and techniques involved in carrying out the work of an organization.
• Intermediate skills in applying procedures and practices within the framework of established guidelines.
• Intermediate knowledge of the organization, functions, key personnel, and sources of information of the department/facility served.
• Basic knowledge of state and federal employment and wage and hour laws.
• Basic knowledge of PGE's policies, procedures, benefit plans and collective bargaining agreement.
• Basic knowledge of PGE's policies and procedures for recruiting and hiring.

Work Authorization:

• Green Card
• US Citizen

Benefits:

• Dental
• Eye Care
• Medical