Job Description

COMPANY SUMMARY

MGE is a utility infrastructure contractor serving investor-owned and public utilities throughout California from its headquarters in Paso Robles and satellite offices throughout the state.  Our mission is to be the leading provider of innovative construction solutions for our clients, providing the best value in support of their growing utility and infrastructure requirements. 

JOB SUMMARY

The Human Resources (HR) Administrative Assistant is responsible for performing a variety of personnel related administrative tasks within the HR Department.  The primary duty of the HR Administrative Assistant is to collect and manage all data pertaining to business’ employees and will include duties such as updating HR databases, processing employee requests and recruiting. This position requires excellent organizational skills and the ability to handle sensitive information confidentially.

DUTIES AND RESPONSIBILITIES

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Provide administrative support for all areas within the HR Team.
• Conducts, answers, and directs departmental phone calls.
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
• Organize, compile, update company personnel records and documentation (digital and hard copies).
• Conduct all onboarding related tasks (e.g. new hire data entry, prepping apparel bags, etc.)
• Update HR databases (e.g. new hires, sick leaves and separations).
• Assist in recruitment efforts (e.g., scheduling phone screens, CrimCheck for vetting process, hotel reservations, email new hire paperwork using Keystyle, New Hire Orientation email)
• Process employees’ requests and provide relevant information.
• Proofreads and types documents and correspondence produced by the department.
• Coordinate HR projects, meetings, and training seminars.
• Assist in sending out company announcements (e.g. weekly new hire announcements, anniversary reports, birthday reports, etc.)
• May assist with the preparation of human resource reports such as attendance, new hire, and turnover reports.
• Maintain company I9 binders and other related documentation audits.
• Complete DOT verification of employment.
• Assist with terminations.
• Maintain employee confidentiality and protect operations by keeping human resource information confidential.
• Perform other job-related duties as assigned by our supervisor.

QUALIFICATIONS AND EXPERIENCE

• Knowledge of proper use of equipment, materials and supplies used in an office environment
• Superior organizational skills and time management skills
• Time management skills to accomplish work assignments and projects
• Strong computer aptitude – proficient in Microsoft Office Suite
• Ability to multi-task between different projects
• Ability to work independently and complete daily activities according to work schedule
• Ability to understand, follow and transmit written and verbal instructions
• REQUIRED: 1 year of proven work experience as an Administrative Assistant.
• Desired: 2 years of proven work experience as an HR Administrative Assistant.
• REQUIRED: SUCCESSFUL CANDIDATES MUST PASS THE FOLLOWING PRE-EMPLOYMENT REQUIREMENTS PRIOR TO BEGINNING EMPLOYMENT: DRUG SCREEN AND BACKGROUND CHECK. BACKGROUND CHECKS INCLUDE, BUT ARE NOT LIMITED TO, SOCIAL SECURITY VERIFICATION, PRIOR EMPLOYMENT VERIFICATION, MOTOR VEHICLE RECORDS, PERSONAL AND PROFESSIONAL REFERENCES, CRIMINAL HISTORY.

EDUCATION

• REQUIRED: High School Diploma or GED equivalent
• Desired: Associates Degree or HR Certification such as aPHR or PHR Certification

PHYSICAL REQUIREMENTS

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job:

• Employee is frequently required to walk, use hands to finger, handle, or feel objects, tools, or controls, and talk or hear.  The employee is often required to stand and sit; reach with hands and arms; and stoop, kneel, crouch, or crawl.

• The employee must occasionally lift and/or move up to 15 pounds at a time individually.  

• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

• Prolonged periods sitting at a desk and working on a computer.

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