HR Administrative Assistant/Recruiting Coordinator

HAWTHORNE MACHINERY CO.

Hawthorne Machinery Co has been the exclusive Caterillar dealer serving San Diego County since 1956. The company's territory also includes Norther Baja California, the Hawaiian Islands, Samoa, Guam and Saipan.

 

Hawthorne Machinery offers a competitive compensation and benefits packages, including:

40lK Matching Program 

Profit Sharing Program

Medical, Dental, Visition

Group & Optional Life Insurance

Voluntary AD&D Insurance

Long Term Disability Insurance

Employee Assistance Program

Legal Plan

Flexible spending Accounts

 

If you are interested in the following position, please go to our website www.hawthornehiring.com

 

POSITION SUMMARY: 

 

Interviews applicants for pre-employment, answers questions concerning job requirements and company policies, on a judgmental level, screens applicants, rejects hires, or refers qualified applicants to department managers for further consideration.  May do some recruiting through advertisements or agencies.  Makes job offers and conducts new hire orientations.  Coordinates the recruiting process pre-employment procedures by scheduling appointments and interviews with the hiring manager, submitting applicant background checks, pre-employment physicals and drug screens, and communicating the conditional offer of employment, conducts exit interviews.  Provides additional administrative support to Human Resources to include the processing of all personnel forms and inputting them into the Human Resources information system (ABRA).

 

 

ESSENTIAL FUNCTIONS:

 

  DAILYManage the Job Requisition Process as required to include:  proper approvals, job codes, titles and descriptions, and ensuring proper forms are utilized.Maintains Job Requisition and Job Description Files.Works closely with Temp Agencies to provide temporary help on an as needed basis.Applicants’ point-of-contact when utilizing the On-line Employment Center.Coordinates communications with new hires and the hiring manager regarding start times/dates etc.Files and maintains employment records for future references.Responsible for vouchering all invoices from pre-employment screening companies (background check providers, median groups), and temporary agencies.Handles all employee HAMACO loan requests.Tracks the Employee Referral Program and processes payments to employees timely.Enters all Status/Change forms, Salary Action Forms and other Employee Forms into ABRA.Creates/maintains all personnel files for new hires.Handles all scheduling of pre-employment drug/physical appointments.Submits all background investigations both criminal and DMV checks.Sends copies of background check results to all potential new hires.Coordinates with Payroll for direct deposit and the uniform program.Provides employment verification when necessary.Handles reporting new WIP employees to the General Service Manager and Payroll.Reports all new hire and rehires to both state and federal government to meet legal requirements.Utilizes e-mail and the phone to continually update managers and stay on top of the required paperwork for new hires, employee status changes, and salary actions.Serves as a resource for information to employees on an as needed basis such as an employee number, address, location, etc.Assigns employee numbers accordingly to all new hires.Coordinates all safety glass reimbursements.Assigns parking spaces and enforces assigned parking as needed.Updates the internal job postings on share point.Maintains and updates www.hawthornehiring.comOversees job advertising with outside source.Provides support for Workforce Connection/Employee Self Service.Responsible for Fleet ManagementRemind driver’s when their driver’s license or DOT medical card is coming up for expirationAdd and delete driver’s to Pull Notice ProgramResponsible for Random Drug screening for Class A & B drivers – monthlySet up appointments for DOT medical renewals

 

WEEKLYUpdates the availability list on Sharepoint

 

  BI-WEEKLYConducts the new hire orientation and processes all new hire paperwork.Insures that timecards for H.R. temporary employees are turned in and calculated correctly.

 

  MONTHLYProvides necessary and monthly reports to Managers needed basis, i.e. Headcount Report, new hires and terminations.

 

  PERIODICALLYUpdates the new hire packets and orders new forms or folders as required.Orders all legally required employer posters for the wall and any other office supplies needed for the Human Resources Department.Cross-trained on benefits and employee events (i.e. Picnic, Padres Night, Halloween Party).Cross trained in Crystal Reports for Abra.Conducts audits of Abra data.Back-up for the front desk and the mailroom.Completes other duties as assigned.

 

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED:

 

1.  Must have 2 years general office experience.

2.  2 years Human Resources experience is required.

3.  PC skills required: Microsoft Word, Excel, Power Point and ABRA (preferred).

 

PHYSICAL DEMANDS:

 

1.  Walking and moving about on foot often up and down stairs.

2.  Handling:  Picks up items, helps or works with hands.

3.  Lifting:  Raises or lowers miscellaneous paper work.

4.  Reaching:  Extends hands and arms in any direction.

5.  Stooping:  Bends body downward and forward by bending at knees or waist.

6.  Standing:  Remains in standing position if required to perform various functions of the job.

7.  Vision:  Reads paperwork, employment files, and records on the computer.

8.  Talking:  Professionally communicates by phone, and in person.

9.  Sitting:  Sits at desk.  Sits for long periods of time.

 

ENVIRONMENTAL:

 

1.  Noise:    Works in conditions with constant or intermittent noise.

2.  Temp/Weather: Works in an office environment.

 

ACCOMMODATIONS:

 

Reasonable accommodations for essential functions of the position will be considered.