Human Resources Manager/Office Administrator
Job Description
Department: Administration
Reports to: Vice President
Last Revision: February 2017
Grade Level: 16
Date Assigned: 2006
Core responsibilities
- Lead Pittsfield management team in assuring
we follow best management practices to assure
highest levels of associate engagement.
- Coordinate development of policy and people
related procedures. Direct the human resource
activities in Maine such as maintaining job
descriptions and pay grades, all employment life
cycle activities, company calendar and events
planning and communication.
- Oversee payroll accounts payable,
customer service,walk-in and phone reception
with the public and business associates and
maintain compliance with all state and federal
regulations.
Shared responsibilities
- Essentially all HR programs require close
coordination with Almy’s NY HR manager.
Examples: company calendars, job grades,
compensation program, benefits administration,
general company communication, maintenance of
company handbook, tracking employee engagement
Supervises
- Administration Generalist
- Purchasing/Office Clerk (part-time)
Internal and/or External Relationships
-
All Maine Employees ME and NY/CT Leadership
-
Standing member of Almy Management team,
benefits committee, safety team, recognition and
event planning team and wellness committee
- Local service
providers such as employee assistance program,
occupational health services, workers
compensation insurance company, legal counsel
and state and federal agencies.
Basic Tasks
- Lead local administration department
functions involving all people related
interactions, payroll, accounting, insurance,
banking, travel, benefits and communication.
Assure smooth coordination of policy and
procedures with NY/CT HR Team
- Lead policy development and coordinate
all company/people relationship activities
including: position creation, recruitment,
hiring, orientation, evaluation, recognition,
compensation, benefits communication,
termination, etc. and all associated record
keeping.
- Work closely with department managers
to assess people and training needs and monitor
performance and training programs and assure
that all employee interactions are conducted
according to company policy and procedures.
- Work with company leaders to develop
job descriptions and maintain grading levels for
company positions, coordinating with Almy NY/CT
HR manager to implement companywide pay
increases.
- Maintain data for compensation and
benefits in similar companies in Pittsfield area
labor market.
- Work with Almy NY/CT HR manager to
maintain company policy documentation and
handbook.
- Coordinate all activity required to
maintain Almy’s award winning safety program
focused on injury prevention and a safe work
environment. Provide staff support to safety
team and along with the Safety Coordinator,
manage associated injury related reporting
requirements and assure compliance with all OSHA
regulations. Coordinate application and review
of inspections for SHARP ((Safety and Health
Achievement Recognition Program) award with the
Maine Dept. of Labor
- Conduct internal investigations for
all employment complaints and represent Almy at
any hearings, depositions, etc.
- Coordinate all activity required to
assure that the Maine Almy facility is in full
compliance with all state and federal
regulations, including but not limited to
employment regulations such: Affirmative Action,
ADA, EEO, OSHA, Maine DOL, and environmental
regulations by Maine DEP and federal EPA as well
as any local codes. Maintain all associated
record keeping and documentation in order that
we may demonstrate compliance in the event of an
investigation.
- Coordinate planning and execution of
all company sponsored events and celebrations.
Assure clear definitions of purpose or
objectives for any event and provide support for
meeting those objectives.
- Coordinate effective and efficient
company communications involving email, phone,
messages, snail mail, bulletin boards, and
announcements.
- Supervise administrative staff,
currently 1 full time and 1 part time person.
- Support local sales and customer
service requirements by assuring professional
service to any person visiting the Maine
facility.
- Develop budget for department and
monitor its financial performance. Work with
Vice President to identify measurement criteria
for key result areas for department operations
and improvement objectives and track and report
results.
- Coordinate external communications
with local news agencies and associations
concerning Almy activities. Act as company
representative and spokesperson as required.
- Coordinate any activity with local
banking
Performance Measurement Criteria
- Positive, engaged and team-oriented work
group.
- Support and respect of management team
members and all working relationships
- Smooth, efficient administration
operations
Education Required
- Bachelor’s degree and/or demonstrated human
resources management and administration
experience
Experience Required
- Demonstrated experience as a leader in
multiple administrative functions including
human resources, payroll, finance, safety/OSHA
compliance and/or organizational clerical
support in a manufacturing environment.
- Regulatory compliance experience
- Supervisory experience
- Experience working well with people
with varying personalities, backgrounds,
education, etc.
- Familiar with and supportive of
team-based process and decision-making.
Position Requirements/Selection Factors
- Strong leadership skills and knowledge of
the requirements to provide human resource and
administrative support to the Pittsfield
manufacturing facility.
- Ability to effectively present
information and respond to questions from groups
of managers, clients, customers, and the general
public.
- Ability to mentor and facilitate
employee issues to resolution. Proven record of
diffusing “people” situations (how about
“conflict” situations)
- Cultural awareness
- Consultative
- Well-networked (preferred)
- Strong in recordkeeping and
documentation
- Fun Loving and outgoing “people
person”
Contact Info
E-mail: ME-HR@almy.com
Fax: 207-416-1189
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