HR Clerical Support/Specialist FT - Ward Trucking, LLC

JOB TITLE: HR Clerical Support / Specialist – Full Time

REPORTS TO: HR Coordinator

OVERVIEW OF ROLE: Performs clerical and administrative duties necessary to carry out the basic HR duties of the Human Resources Department. Supports employees as internal customers by providing timely and accurate information. Supports corporate desired state by enhancing the work experience providing professional internal and external customer service and handles and maintains confidential information. This position is intended to have an ultimate career path to transition into an HR Specialist role.

DUTIES AND RESPONSIBILITIES:

Clerical Support

Fully support all technologies and processes, introduced by Ward, that are intended to improve efficiencies and/or the customer experience. Support would include adherence to training programs, guidelines and processes associated with these systems.

• Maintain excellent customer service to all internal and external customers.

• Perform mail merges for letters or print labels as requested.
• Photocopying and distribution of various policies, newsletters, handbooks, mail, etc.
• Word Processing / Data Entry / typing.
• Shredding.
• Scanning of confidential material.
• Run system reports as requested.
• Filing.
• Special projects as needed, including, but not limited to, data entry and review of records.
• Return applicant calls to candidates inquiring or applying to Ward’s open positions.
• Maintaining and sending out Driver Welcome bags and inventory.
• Assist employees with employee self-service questions.
• Support HR Specialists in tracking or maintaining information.
• Other HR duties as assigned.
• Respond to employee questions either in person or via the telephone demonstrating Ward standard for customer service and telephone etiquette.
• Process employee background checks to include the reconcilement of employee vendor invoice for payment.
• Process candidates in centralized hiring and HR core and sub systems.
• Complete and submit required “new hire” reporting to ensure compliance with governmental regulations.
• Perform internal audit function to ensure HR receipt of all new hire files.
• Research and prepare own correspondence in answer to inquiries and / or problems brought to the department’s attention by telephone or mail.
• Serve as backup to perform duties of other HR Assistant positions and HR duties during vacations/peak periods.

REQUIREMENTS:

• Must have excellent people skills in order to effectively communicate with employees.
• Must maintain high degree of confidentiality.
• Must have proficient clerical skills, strong organizational skills as well as have good verbal and written communication skills.
• Must be proficient with PC’s and have a good working knowledge of word processing and spreadsheet programs.
• High school education with some advanced education after high school preferred.
• Must have basic ability to use office equipment such as computer, calculator, photocopier, fax, etc.
• Must be extremely customer focused with good people skills and telephone etiquette.
• Must be detail oriented.
• Must be self-managing in order to track/follow up on outstanding items.
• Must maintain a professional attitude.
• Must work within a team environment and be willing to support other team members during peak periods or vacation.
• Must show / demonstrate sound judgement / decision making skills.
• Must be willing to have workload flexibility and be able to work on multiple projects at once. Must have the ability to accept change, as any assigned project could begin or end unexpectedly.
• Must be able to work hours as needed.
• Must be willing to occasionally travel within Ward footprint as needed / required to support operational

needs.

This job description does not necessarily represent an exhaustive list of responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the job, management reserves the right to revise the job or to require that other or different tasks be performed as circumstances change.