Human Resources Administrative Assistant

Location

Bethesda, MD | United States

Job description

JBG SMITH   owns, operates, invests in, and develops a dynamic portfolio of high-growth mixed-use properties in and around Washington, DC. Our creativity and scale enable us to be more than owners—we are   place makers   who shape inspiring and engaging places, which we believe create value and have a positive impact in every community we touch.  

JBG SMITH has been named multiple times as one of the Washington Post’s Top Workplaces in the region and we pride ourselves in both our outstanding work environments and opportunities for career growth and advancement.   Our corporate headquarters in Bethesda, Md. was designed to embrace new, modern ways of working in an office – with a variety of indoor and outdoor workspaces made for both privacy or collaboration and easy access to public transportation and all that Bethesda’s vibrant downtown has to offer.  

The HR. AA is the face of HR to the business, often acting as the first point of contact for HR issues and questions. This dynamic individual will possess excellent interpersonal and problem-solving skills, along with keen attention on detail. The HR. AA will be responsible for providing support for all HR-related duties, while also closely working with senior HR management in supporting strategic HR initiatives. Duties of this role will span across many areas of HR including but not limited to: benefits, compliance, HRIS, payroll, performance management, policy implementation, and more. The incumbent will be proactive and a go-getter to integrate with a dynamic and fast paced Human Resources Team.

Benefits

• Set up life events for employees needing to change their benefits throughout the year
• Assist with Open Enrollment meeting(s) and communication
• Enter 401k loans, contribution changes and any other benefit changes into the payroll system each pay end, including sending 401k enrollment communication
• Complete timesheet(s) for employees on FMLA/Short Term Disability
• Provide updates to managers on where their employee is in the FMLA/Short Term Disability process
• Works with team on broader wellness strategy
• Process and manage educational reimbursements for company

Payroll/HRIS Administration

• Collect, verify and submit all new hire, termination, and employee change paperwork to payroll each pay-ending week on a bi-weekly basis. 
• Create and process Personnel Authorization Forms (PAF’s) to payroll and update info in HRIS
• Maintain and process severance worksheet; update information in HRIS system once processed through to payroll
• Manage commuting benefits (Metro and parking) to include enrollments and monthly billing.
• Generate regularly scheduled reports
• Assist with administrative compliance, annual evaluation projects and internal system audits.

Employee Relations

• Answer questions posed by employees, managers and others regarding JBG SMITH policies, procedures and benefits.
• Respond to unemployment claims with assistance from HR team members.
• Maintain confidentiality of all records, conversations, documents related to employment

Compliance

• Ensure correct building posters (OSHA, etc) are displayed and current in each building
• Manage workers compensation for company

  General Administration

• Responsible for administration and reconciliation of all invoices to include health, dental, and ancillary benefits, commuting benefits, background checks, catering, educational reimbursements, and other miscellaneous expenses
• Ensure all vendor bills are paid on timely basis and audit accuracy of invoices and billing
• Assist or prepare correspondence as needed
• Coordinate team events
• Mail distribution for department
• Assist HR team with various research projects and/or special projects
• Coordinate schedules for SVP as needed
• Support for key HR initiatives as needed
• Perform other duties/administrative duties as assigned

To perform the essential functions of this position successfully, an individual should demonstrate the following competencies:

Qualification Requirements

• Confidentiality and Data Privacy —all HR Department employees must regard all data and information (written and oral) with a high level of confidentiality and privacy.

• Dependability —the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.

• Interpersonal Skills —must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.

• Problem solving —the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.

• Oral/Written communication —the individual speaks clearly and persuasively in positive or negative situations. Must be able to interact and communicate with individuals at all levels of the organization. The individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.

• Planning/Organizing —the individual prioritizes and plans work activities, uses time efficiently and develops realistic action plans. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.

• Thoroughness and Follow-up —Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.

• Adaptability —the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.

• Technology-savvy - Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software (Microsoft Office).

• Education/Training/Experience :  Bachelor's degree required; 0-2 years’ experience in Human Resources or related professional area. 

JBG SMITH is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without discrimination on the basis of race, color, religion, sex, national origin, age, veteran status, disability, sexual orientation, genetic information or any other protected class, in accordance with applicable law.

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