Human Resources and Administrative Assistant

Summary:

The HR and Administrative Assistant is a detail-oriented position, responsible for overseeing a wide range of human resources and administrative functions to support a welcoming, inclusive, and equitable office culture. 

Essential Duties and Responsibilities: 

• Answer and direct incoming telephone communications to appropriate parties or take messages.
• Greet visitors and issue appropriate visitor badges and notify host of their arrival.
• Complete and record necessary ITAR documentation.
• Ensure the entry, lobby, waiting area, and conference rooms are properly maintained, clean, stocked, and welcoming. This includes any plants that are in those areas. 
• Manage, procure, and maintain the stock of office supplies for location.
• Responsible for outgoing mail and distribution of incoming mail.

• Organize travel by booking accommodations and reservations needs as required for the site including gathering receipts as needed.
• Maintain a detailed travel log and ensures it is up to date regularly.

• Assist in weekly time keeping audits to insure accurate payroll processing.

• Make copies, scan files, file documents, and performs other clerical functions.

• Coordination of events as necessary; this includes breakfast, lunch, and snack accommodations for visitors or company sponsored functions/Holidays.
• Coordination of Human Resources projects, meetings, and training sessions.

• Assist with new hire and termination documentation and manage, organize, and secure employee information.

• Administration of AIT branded merchandise web store and promotional items.
• Assistance with AIT’s quarterly newsletter.
• Collaborate with the assigned recruiter in screening incoming resumes and support recruiting efforts as needed.
• Assist with employee benefit administration including invoicing reconciliation.
• Perform other duties as assigned.

Education Requirements:                                                                                        

• High School Degree or GED required.
• Associates or Bachelor's degree in Human Resources or related field.

Work Experience Requirements:

• At least one-year of experience in an administrative position required.
• Proven work experience in Human Resources position preferred.

Work Authorization/Security Clearance Requirements:

• N/A

Work Conditions:

Environment Type:

• Indoor. Production and Office Environment. Temperature Controlled.

Exposure Types:

• Dirt, dust, grease and/or oil
• Noisy environment

Work Hours:

• Standard work schedule, overtime may be necessary for meeting deadlines or emergent conditions.

Travel Requirements:

• This position may involve travel up to 5% of the time.

Competencies- Knowledge, Skills and Abilities:

Competencies are a list of needed knowledge, skills, and abilities to successfully accomplish the responsibilities of the job.

• Maintain confidentiality while processing and handling confidential information with discretion.
• Excellent organizational and time management skills.
• Perform day-to-day administrative tasks such as maintaining information files and processing paperwork.
• Work in a high energy, high volume, rapidly changing environment.
• Take personal responsibility for the quality and timeliness of work and achieves results.
• Clear and effective communication skills in both written and spoken forms.
• Knowledge of computer applications including email, databases, word-processing program and spreadsheets (such as Microsoft Office).
• Provide excellent service to internal and external customers.
• Respond sensitively and appropriately to the needs and feelings of different people in different situations.
• Work collaboratively and build strategic relations with colleagues, coworkers, and contractors.

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. Please see Human Resources for detained information for each physical demand.

• Light work that includes moving objects up to 20 pounds.
• Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
• Prolonged periods sitting at a desk and working on a computer.
• Repeating motions that may include the wrists, hands and/or fingers.     

#ZR

AIT Safety - AIT enforces a safety culture whereby all employees have the responsibility for continuously developing and maintaining a safe work environment. As appropriate, each employee is responsible for completing all training requirements. All employees that work in or enter the production environment are required to wear personal protective equipment.

AIT Quality - It is our policy to provide quality products and services that meet customer expectations and delivery requirements. Accordingly, each employee must conform to the AIT Quality Policy and carry out job activities in compliance with applicable AIT Quality System documents and customer contracts. Each employee must read and understand his/her Quality Management and Customer Satisfaction responsibilities.

AIT Procedure Compliance - Each employee must read, understand, and implement the general and specific operational, safety, quality, and environmental requirements of all plans, procedures, and policies pertaining to his/her job.

Security Clearance Statement - This position may require a government security clearance; you must be a US Citizen for consideration.

ITAR Requirements  - To conform to U.S. Government commercial space technology export regulations, including the International Traffic in Arms Regulations (ITAR), 8 U.S.C. § 1324b(a)(3), applicants for employment at AIT must be a U.S. citizen or national, lawfully admitted for permanent residence into the U.S. (i.e. current green card holder), or lawfully admitted as a refugee or granted asylum under 8 U.S.C. § 1157-1158.

Equal Employment Opportunity - AIT is proud to be an Equal Opportunity Employer and is committed to attracting, retaining, and developing a highly qualified, diverse, and dedicated work force. AIT hires and promotes people based on their qualifications, performance, and abilities. We support the establishment and maintenance of a workplace that nurtures trust, equality, and teamwork, in which all employees recognize and appreciate the diversity of individual team members. We provide all qualified applicants for employment and employees with equal opportunities for hire, promotion, and other terms and conditions of employment, regardless of their race, color, religion, gender, sexual orientation, gender identity, national origin/ethnicity, age, physical or mental disability, genetic factors, military/veteran status, or any other status or characteristic protected by federal, state, and/or local law.

Affirmative Action and Disability Accommodation - Applicants wishing to view a copy of AIT’ s Affirmative Action Plans, or applicants requiring a reasonable accommodation in order to participate in the application and/or interview process, please contact us at askhr@aint.com.