HOMEFRONT

Department:

Job Description

Job Title: Executive Assistant

FLSA Status: Non-Exempt

Reports To (Title): Chief Executive Officer

Position Status: Full-time

Prepared By: CEO

Hours: M-F 8:00am – 5:00 pm

Rate: $27.68/hr

Revision Date: January 2023

Job Summary:

Under the direct supervision of the CEO/Executive Director, the Executive Assistant will perform administrative and HR functions in an accurate and efficient manner. Employee will also perform confidential administrative duties for the CEO/Executive Director. It is imperative that this position communicates with CEO in an honest and complete manner to deliver clarity and transparency.

Essential Duties and Responsibilities and Expectations:

• Agency Administrative Tasks
• Organizational Excellence/Administration
• Board Meeting Administration
• Human Resource Functions as delegated by CEO
• Human Resource Functions as requested by Leadership.

Agency Operations Duties:

55% of time

• Responsible for the Board Portal.
• Responsible for agency Employee Portal.
• Responsible for agency press releases
• Responsible for agency administrative procurement
• Coordinates with CEO/Executive Director on all Board of Commissioner meetings, such as agendas, mailings, resolution preparation and dissemination, and ensure all records are updated in timely fashion. Maintain accurate records of Board Meetings and relevant communication.
• Collect information and disseminate at the direction of the CEO/Executive Director as delegated.
• Responsible for creating, updating and editing agency policies and procedures.
• Responsible for creating, updating and editing of HomeFront employee Handbook and other materials.
• Ongoing implementation of agency re-brand.
• Responsible for the Organization of Executive File Room.
• Agency Media/Publication Listings
• Other duties as assigned

Human Resource Management Duties:

25% of time

• Responsible for working collaboratively with Executive Leadership team for the employment search process: advertising positions, candidate communication, interview scheduling, and end of process communications.
• Responsible for administrative functions of the agency human resource management with consultation from Executive Leadership Team and final approval from CEO.
• Responsible for ensuring that agency is in compliance with all local, State and Federal labor laws
• Responsible for updating position descriptions with approval from CEO.
• Coordinates the onboarding process for all new HomeFront employees including employee handbook review, benefit options and enrollment, building tour and introductions, system registration, and initial mandatory employee training. Creates registration in Quickbooks payroll system and with Public Employee Retirement System.
• Responsible for creating, in collaboration with agency leadership, onboarding materials, processes and implementation.
• Responsible for administrative functions when staff separate employment, including termination of benefits, retrieval of HomeFront property, and final pay scheduling. Prepares Employment termination communication for CEO approval/signature.
• Coordinate exit interviews for all staff separating employment.
• Coordinate annual benefits re-enrollment. Act as liaison between benefits administrators, insurance carriers, and the agency. Assist employees in submitting changes in times of qualifying events.
• Create and implement employee satisfaction surveys.
• Manages payroll deduction changes using Quickbooks.
• Maintains complete, updated employee personnel files, employee medical files, and agency I-9 files.
• Creates and distributes staff Anniversary Certificate benefit program.
• Provides and submits annual Workers Compensation and OSHA reports.
• Payroll Backup using Quickbooks
• Other duties as assigned

Organizational Excellence:

20% of time

• Participates in personnel selection, training, development, motivation, engagement of staff.
• Facilitate and coordinate staff collaboration, meetings, and quality assurance and control processes.
• Ensure all reporting and procedural requirements are met.
• Coordinate employee performance reviews for all Leadership and Supervisory staff.
• Produce Agency Annual Report in collaboration with Leadership.
• Ensure Organizational Excellence and Core Values are being practiced. Core Values: Respect, Diversity, Integrity, Public Trust, Empathy and Professionalism.
• Other duties as assigned

Minimum Qualifications (Experience/Education):

• Driver’s License with a driving record acceptable to agency insurance carriers.
• College Degree (BA/BS) in Organizational Communication, Human Resources or Business Administration
• At least four years of Human Resource management of team of employees
• Microsoft office suite proficiency.

Competencies or Knowledge, Skills and Abilities (KSA’s):

• Relate to and effectively work with low-income, elderly, and/or disabled persons in a professional and respectful manner.
• Ability to maintain extreme confidentiality and loyalty to agency and CEO.
• Communication and Teamwork: ability to establish and maintain cooperative working relationships with all those contacted in the course of the position. Communicate effectively to produce clear, concise, and accurate correspondence, presentations, and reports. Strong verbal, written, and interpersonal communication skills, strong facilitation and conflict resolution skills.
• Self-development: Continued education in new methods, materials, and personnel practices to learn and apply federal and state laws and rules regarding business practice.
• Efficiency and Effectiveness: plan, organize, prioritize, and coordinate work flow; work independently and meet multiple deadlines; attention to detail with accuracy. Ability to set priorities and work independently.
• Adaptability to changes and problem-solving skills: to define problems, collect data, analyze and establish facts and draw valid conclusions, deal with abstract and concrete variables. High ethical standards and values, and demonstrated good judgement.
• Software skills: Microsoft Office Suite including Word, Excel, and Power Point; Window based applications; database management and management of system portals.
• Commitment to service: expectation to achieve the highest standards of personal and professional work performance in commitment to serving the Billings community. Ability to work in a team, be honest and transparent, show respect and care for diversity on daily basis.

Physical Demands & Working Conditions:
(Work environment, lifting carrying, use of hand, arms, repetitive motion, etc.)

Constant (67%-100%)

Frequent (34%-66%)

Occasional (1%-33%)

Manual dexterity (Right, Left, Both)

Sitting

Talking

Listening

Close & distant vision

Depth perception

Ability to adjust focus

Moderate noise

Walking

Standing

Stoop, kneel, crouch, or crawl

Lift up to 10 pounds

Reaching

HomeFront is an Equal Opportunity Employer. HomeFront does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.

The above statements are intended to describe the general nature and level of work being performed by the individual assigned this position. This job description is not intended to be an exhaustive list of all responsibilities, duties and skills of the personnel in those positions(s).

I have read and accept the duties and responsibilities as outlined. I have also been given the opportunity to discuss any questions or concerns regarding any or all of the above directly with my supervisor prior to signing this document. Further, I agree to notify my supervisor immediately in the event that I am unable to fulfill any or all of the duties as outlined above.

I understand that HomeFront reserves the right to revise or change this job description as the need arises.

I have reviewed this job description and received a copy.

Employee Signature: ________________________________________/Date: ___________________

CEO Signature: _______________________________________ _ /Date: ___________________

Job Type: Full-time

Pay: $27.68 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Billings, MT 59101: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Human resources: 4 years (Required)
• Microsoft Office: 4 years (Required)
• QuickBooks: 4 years (Preferred)

Work Location: One location

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