Corporate Human Resources Assistant

Tampa, FL

Old Republic National Title Insurance Company, one of the nation's largest title insurers, has an excellent opportunity available for a Corporate Human Resources Administrative Assistant position in our Tampa, FL office. This role assists HR department and employees, as needed, in a professional and timely manner and provides general administrative assistance to executive management personnel. Responsibilities include but are not limited to: providing computer administrative support, being the key operator and "go-to" person for ordering office supplies and ensuring all office equipment is functional and working, distributing daily mail, preparing Federal Express packages and mail deliveries, and assisting with special projects.

Essential Functions:

  • Orders background checks, prints disclosure forms and reports for supervisor. Following up with employees, as needed. This includes batch uploads, promotions and new credit card users. Checks names against HUD, SAM and OFAC and state real estate licenses.
  • Assembles New Hire files and follows-up on missing documents. This includes, but is not limited to:
    • Sends Welcome Email on or before employees first day
    • New Hire Paperwork from Orientation
    • Setting up new hires in Online Policy Acknowledgement System
    • Enter new hires in BizLibrary
    • Enter new hires in Inspired Learning
  • Weekly, Federal Express completed new hire files to the Minneapolis office.
  • Activates and deactivates LOA employees in compliance training and online policy system
  • Reviews new hire I-9s for accuracy and enrolls online in E-Verify, as required by law. Keeps current on I-9 and E-Verify news/information advising those with a need to know.
  • Manual sends out required Policies, HIPAA Training, RIM Training for off network employees. Following up as needed and printing certificates of completion for each participant file.
  • Removes the terminated employees from the following:
    • Online Policy Acknowledgement System
    • Biz Library
    • Inspired Learning
  • Enters new hires and removes terminated ATFS employees from online policies, BizLibrary, and Inspired Learning.
  • Manages MetroPass benefit for Minneapolis which includes issuing temporary cards, using web site to deactivate, suspend, reactivate and print reports.
  • Orders office supplies for the department every Tuesday.
  • Assist supervisor with maintaining the HR internal website.
  • Works with building management and maintenance personnel to ensure the executive office space and the offices are well maintained, waste baskets are emptied daily and lights are replaced when they burn out.
  • Signs for courier deliveries and notifies intended recipients in a timely manner.
  • Assist with maintaining all office equipment.
  • Monthly consolidates and audits invoices for recruiting boards, Metro Pass and HireRight., for Employment Manager's approval.
  • Assists with mailing projects, label requests, creating/updating forms and other projects as needed.
  • Keeps desk, reception area and conference rooms clean and free of used cups/glasses/cans.
  • Provides refreshments to visitors to the office, who have meetings with the executives.
  • Assist with contacting vendors and orders office supplies, coffee, bottled water and soft drinks, as they are depleted and needed.
  • Replenishes cold drinks and bottled water in refrigerator, as necessary.
  • When supervisor is out-of-the office, provides confidential administrate support to all of the executives in the office.
  • Orders flowers etc. as needed.
  • Meets daily with supervisor to discuss status of pending projects.
  • Maintain name change/known by two name spreadsheets and mail distribution list. Makes name changes in the online policy system and compliance training systems.
  • Assists field personnel and employees on requests for information. Fields calls, employment verifications and general questions/requests, so that the field personnel requests are met in a timely fashion.
  • Assists in sending requested personnel forms or directs requestors to the HR website, so that the employees receive the forms with three days of request.
  • Ability to work from 8:30 a.m. to 5:00 p.m. Monday through Friday. Regular consistent attendance is required, that could include attendance at after hour Company events.
  • Must be personable, positive and a professional representative of the Company.
  • Ability to accept supervision.
  • Ability to foster, develop and maintain professional and collaborative working relationships. Must be able to get along with others, i.e., peers, supervisors, outside customers, and vendors.
  • Ability to interact effectively and professionally with all levels of management, employees and customers by email, phone and in person.
  • Ability to work overtime as requested and approved by supervisor.
  • Perform other duties as assigned by supervisor.

Knowledge/Skills/Experience Required:

  • High school graduate with post high school secretarial training.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Ability to prioritize and handle multiple projects.
  • Strong attention to detail and organizational skills.
  • Proficient in Microsoft Office Suite and Outlook.
  • Preference given to candidate who has prior experience working in a Human Resources Department.

Physical/Mental Demands:

  • Ability to work with confidential information.
  • Ability to perform under pressure and be flexible with disruptions throughout the workday.
  • Positive, cooperative member of the Corporate Human Resources staff.
  • Repetitive and continual typing motion may be required.
  • Gets along well with co-workers; handles disagreements in a collaborative manner.
  • Must be loyal, dependable and reliable.
  • Sedentary work: Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting a majority of the time. Walking and standing are required, occasionally.

 

The above statements reflect the principal function and most significant duties of the job, and shall not be construed as a detailed description of all the work requirements that are inherent in the job. To apply, email resume in a pdf format, along with salary requirements to: abigail Johnson


Note: If you currently are employed by Old Republic Title (or one of its wholly owned affiliated companies) please contact your human resources representative regarding the application process.

Old Republic Exchange is an Equal Opportunity Employer