Clerk II – HR Department

Summary

The Clerk II – HR Department provides clerical and administrative support to senior and middle management to ensure efficient office operations and workflow. The role supports management and colleagues with planning, coordination, communication, documentation, scheduling, reporting, and other administrative activities.

This position requires the ability to handle confidential information with discretion, work independently with limited supervision, prioritize multiple responsibilities, and maintain a high level of accuracy and professionalism.

Strong proficiency in Microsoft Excel, including report creation and automation, is required.

Main Responsibilities

• Provide administrative and information-management support to enhance overall office effectiveness.
• Maintain and support site-wide communication programs, including digital communication systems, televisions, communication boards, and other internal communication channels.
• Coordinate site-wide communication cascades with functional area communication leaders.
• Prepare, transcribe, format, input, edit, retrieve, copy, and distribute documents, data, graphics, reports, and records, including confidential information.
• Prepare assigned documents and reports accurately and within established deadlines.
• Create, maintain, and automate reports using Microsoft Excel.
• Screen incoming calls, correspondence, and requests and respond independently when appropriate.
• Maintain organized electronic and physical filing systems on an ongoing basis.
• Coordinate meetings, programs, conferences, and special events.
• Manage event logistics, including travel, lodging, venues, meals, meeting-room setup, welcome letters, agendas, gifts, and coordination with internal and external participants.
• Coordinate travel arrangements and associated expense reports for supervisors and other management personnel.
• Maintain supervisors' calendars and schedules and help ensure established commitments and deadlines are met.
• Prepare agendas, notices, meeting minutes, monthly and quarterly presentations, resolutions, and other documentation for site, divisional, and corporate meetings.
• Communicate professionally and effectively with employees at all organizational levels and with external contacts.
• Maintain office supply inventories by monitoring stock levels, anticipating needs, ordering supplies, expediting orders when necessary, and verifying receipt.
• Manage internal purchase orders associated with site-wide expenses, including meals, off-site events, office expenses, and related activities.
• Maintain and develop relevant administrative and technical knowledge through training and other professional-development activities.
• Support team initiatives and perform additional administrative duties as required.

Requirements

Education 

• Associate's Degree in Secretarial Science, Office Administration, Business Administration, or a related field, or equivalent education and experience.

Experience

• 3–5 years of experience performing secretarial, clerical, administrative, or related support functions.
• Experience supporting managers, supervisors, or cross-functional teams.
• Experience preparing reports, presentations, correspondence, and confidential documentation.

Required Technical Skills

• Advanced proficiency in Microsoft Excel.
• Experience creating reports and automating Excel-based processes or reports.
• Proficiency in: Microsoft Office( Word, Excel, PowerPoint & Outlook)
• Ability to operate standard office equipment and systems.
• Strong document preparation, data-entry, formatting, and records-management skills.
• Required Competencies
• Excellent written and verbal communication skills in English and Spanish.
• Strong organizational and time-management skills.
• Ability to prioritize and manage multiple assignments simultaneously.
• High level of accuracy and attention to detail.
• Ability to work effectively under pressure and with limited supervision.
• Strong interpersonal skills and ability to build positive internal and external customer relationships.
• Team-oriented and comfortable working in a people-focused environment.
• Ability to interact professionally with employees and management at all organizational levels.
• Demonstrated confidentiality and discretion when handling sensitive information.
• Strong follow-up and problem-solving skills.
• Assignment Term: 6 months, with strong possibility of extension
• Shift: Administrative (M to F 8:00 AM – 5:00 PM)
• Availability to work 100% On-site in Acecibo, PR