Staffing Admin Assistant

Summary The Staffing Assistant works directly with the Division of North Region and Staffing Coordinators to deliver best-in-class service to assigned candidates and clients. This position plays a crucial role in supporting the recruitment and placement process. They must ensure that the organization has the right staffing levels to meet its objective, as well as meeting the needs of their clients. 

Essential duties and responsibilities include the following. Other duties may be assigned.

Candidate Sourcing and Screening

• Reviewing resumes to identify suitable candidates based on job descriptions.
• Conducting preliminary phone or video interviews to assess candidate qualifications, experience, and fit.
• Contacting references to verify candidate information and past performance.

Job Posting and Advertising

• Creating and posting job ads on various job boards, social media, and the company’s website.
• Assisting with marketing strategies to attract a larger pool of candidates.

Administrative Support

• Managing databases with candidate information, job orders, and placement details.
• Preparing employment contracts, offer letters, and other necessary documentation.
• Coordinating interviews, onboarding sessions, and other meetings between candidates and hiring managers.

Onboarding and Orientation

• Assisting new employees with completing necessary paperwork and background checks.
• Facilitating orientation sessions and ensuring new hires understand company policies and procedures.

Client Interaction

• Serving as a point of contact between clients (employers) and candidates.
• Gathering feedback from clients and candidates to improve the staffing process.

Compliance and Record Keeping

• Ensuring all staffing activities comply with relevant labor laws and regulations.
• Maintaining accurate and up-to-date records for all candidates, including employment verification, certifications, and other required documents.

Support for Staffing Coordinators

• Working closely with staffing coordinators to meet client staffing needs effectively.

Problem-Solving

• Addressing any issues that arise during the hiring or onboarding process, including conflicts, scheduling problems, or paperwork delays.

Timekeeping and Payroll Assistance

• Assisting with tracking employee hours and ensuring accurate payroll processing.
• Coordinating with the payroll department to resolve any discrepancies.

Education, Experience, Skills, and Knowledge

• High School Diploma: Bachelor’s degree preferred
• Prior experience in recruitment, staffing, or related field
• Experience is customer service
• Excellent communication skills, interpersonal, organizational, computer, problem-solving skills, and attention to detail.
• Must have the ability to read and interpret documents such as policy and procedure manuals, authorization documents, government regulations, etc.
• Requires strong verbal communication skills (including over the telephone) and the ability to speak effectively to employees.

Supervisory Responsibility No direct supervisory duties.

Work Environment This job generally operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The noise level in the work environment and job sites may be minimal to loud. Safety Practices and Responsibilities

• Ensure that the Company safety and accident prevention program is followed.
• Comply with company policies and procedures and local, state, and federal regulations.
• Work in a safety-conscious manner, which ensures that safe work practices are used in order not to pose a risk to self or others in the workplace.
• Report any safety violations or hazards to management timely.
• Observes safety needs.
• Reporting/responding to Incidents/Accidents within 24 hours.
• Adhere to policy on Drug-Free Workplace.
• Wears and/or uses safety equipment and supplies when indicated and properly trained to use.
• Demonstrates job-specific knowledge of fire and disaster preparedness during drills or actual situations.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or listen. The employee frequently is r…