Job Description

The part-time HR Administrative Assistant, under limited supervision, is responsible for providing administrative support and streamlining HR processes through digital tools. This role requires a proactive, detail-oriented individual with experience in managing and uploading HR documents and creating and maintaining secure, confidential digital files. The HR Admin Assistant must ensure efficiency and security in handling sensitive information and will assist the HR Team with administrative operations, including but not limited to file management, updating HR documents, and preparing training materials. Additionally, the HR Admin Assistant will assist seasonally during cookie season with the management and distribution of cookie inventory. This includes coordinating with the Product Sales Manager, preparing orders for volunteers, and ensuring timely distribution of cookies.

MAJOR ACCOUNTABILITIES:

• Uploading and managing HR documents on digital platforms.
• Creating and organizing digital files, ensuring data privacy and security.
• Streamlining HR processes through automation and digital tools.
• Assisting with maintaining and updating employee records in a digital format.
• Managing council personnel records, including proper maintenance, storage, transfer, and review of personnel records and employee information.
• Timely entry of data into appropriate tracking systems pertaining to camp staffing, employee separations, leaves, transfers, etc.
• Processing background checks and reference verifications.
• Preparing all New Hire paperwork files.
• Preparing HR documents, training materials, and presentations as needed.
• Managing new and former employees' I-9 filing and storage.
• Build and sustain professional customer-focused relationships with internal and external stakeholders to address questions and resolve issues.
• Ensuring accurate and timely reporting and preparing materials for audits.
• Assisting the HR team with the timely distribution of W-2s and 1095 forms.
• Utilizing software for mail merging and demonstrating proficiency in Teams, MS Outlook, Word, Excel, Adobe, and PowerPoint.
• Assisting with employee benefit programs, including health insurance and other flexible benefits.
• Maintaining effective and ongoing communication with employees.
• Assisting the HR team with hiring and onboarding processes for the Community Outreach and Seasonal Staff. 
• Assisting with effectively administering all digital employee paperwork and forms.
• Portraying a professional and positive image representing GSOFCT’s policies and standards.

• Seasonal Cookie Distribution Support:
  • Assisting with the processing and distributing of cookie orders during cookie season (approximately 6 weeks in the spring).
  • Coordinating the sorting of cookie cases for volunteers and preparing them for timely pick-up.
  • Lifting and carrying boxes (up to 30 lbs) and supporting the logistics of cookie distribution.
  • Acting as a liaison between the Product Sales Manager and volunteers to ensure smooth distribution operations.
• Other duties as assigned.

SKILLS AND CORE COMPETENCIES:

• Ability to maintain strict confidentiality in all matters.
• Proficient experience in Human Resources.
• Excellent communication, proofreading, editing, organizational, and time management skills.
• Ability to develop and produce HRIS reports as requested.
• Strong written and oral communication skills.
• Strong interpersonal skills, ability to multi-task, and manage work in a fast-paced environment.
• Proficient with various computer applications and software to input, maintain, and generate reports.

ADDITIONAL JOB REQUIREMENTS and PHYSICAL DEMANDS:

• Become a registered member and maintain membership in GSUSA.
• Occasional state-wide travel may be required.
• Ability to work flexible hours (evenings) as needed.
• Professional demeanor representative of Girl Scout policies and standards.
• Valid Connecticut driver’s license.
• Must be able to lift, carry, push, pull, or move objects up to 30 lbs.
• Ability to sit and/or stand for long periods of time.
• Embrace and enhance a culture that values diversity and ensures that efforts reflect the council’s commitment to diversity, equity, and inclusion.

EDUCATION AND/OR EXPERIENCE:

• High School diploma required.
• At least 3 years of Human Resource administration experience.

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