Keeneland seeking qualified candidates for the full-time position of Human Resources Administrative Assistant. Please submit resume to Jerry Hale at
jhale@keeneland.com, online application or by mail to Jerry Hale, Director of Human Resources, Keeneland Association, Inc., 4201 Versailles Road, Lexington, KY 40510. Keeneland is an equal opportunity employer.
SUMMARY
Supports the Human Resources department with scheduling appointments, administering Human Resources policies and procedures, and with administrative duties such as: draft memos, types correspondence, document retention, orientation, employee communication and employee benefit programs. Must have strong ability to prioritize large volumes of work and multitask efficiently.
Assists with payroll duties such as data entry and personnel file maintenance.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.
• Possesses knowledge of commonly used concepts, practices, and procedures within the human resource field and those specific to Keeneland.
• Answers general HR questions. Types correspondence, reports and inputs data entry by using word processing skills. Prepares various correspondence from key points provided. Composes and types routine correspondence and memos for HR. Prepares check requests and purchase orders for approval by Director of HR for department expenditures and performs other clerical tasks and duties as needed to assist Director of HR and Payroll and Benefits Manager.
• Manages daily schedule and access to the Director of Human Resource and Payroll and Benefits Manager.
• Performs any other duties to enable the Director of Human Resources and Payroll and Benefits Manager to work as efficiently as possible.
• Organizes and maintains filling systems for the department and files correspondence and other records on a timely basis. Prepares new employee folders and files accordingly.
• Answers and screens the Director of Human Resources and Payroll and Benefits Manager calls, coordinates schedules including meetings and appointments. Maintains the calendars for both using Outlook and other methods.
• Makes copies of correspondence or other printed materials.
• Inputs Workers’ Compensation claims to carrier, files and prepares Workers' Compensation Log for injuries/illnesses throughout the year and completes year-end summary for State Labor Cabinet for both Keeneland and The Thoroughbred Center.
• Assists in the recruitment of part-time and seasonal employees for all departments. Corresponds with seasonal employees concerning their availability for each race meet.
• Assists in development of job descriptions by updating existing ones and creating new ones by coordinating with department heads and employees and the Director of Human Resources. Prepares new employee packets containing all employment forms, handbooks and other related policies for orientation.
• Coordinates preparation for annual employee events such as company picnic, appreciation breakfast, service awards events, Christmas parties, orientation, health fair, and other HR related meetings. Oversees and coordinates part-time and full-time employee awards from selection, ordering, and payment of invoices. Returns Keeneland watches and gifts in need of repair.
• Reviews and prepares for the department all unemployment claims and files protests on a timely basis. Conducts unemployment audits requested by State in determining the wages earned.
• Oversees processing of Kentucky Horse Racing Authority license applications for employees and reconciles billing on it. Assists in the distribution of license.
• Coordinates activity pertaining to Employee of the Day awards during race meet.
• Assists with requests for HR information from other departments and insurance companies.
• Assist with various training programs for employees.
• Assists employees with administration of health and dental claims and other employee benefits. Possesses a working knowledge of benefit websites to assist with employee requests.
• Distributes and prepares employee passes, meal vouchers and meal cards during Sales and Race Meet.
• Enters weekly payroll for all Keeneland employees except General Office. Prepares checks for distribution. Able to process payroll from start to finish through PeopleSoft payroll system and serves as backup for Payroll and Benefits Manager
• Assists with W-2 distribution and other payroll related governmental reporting.
• Other duties may be assigned as needed.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Incumbent should possess a general understanding of current Human Resource practices. They should have the ability to maintain a working knowledge of general HR industry competencies. Individual must be proficient with Microsoft word, Excel, Power Point and Peoplesoft or related payroll system. Individual must be organized, efficient and accurate. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Certificate from college or technical school; or two to five years’ Human Resources related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS
Ability to write reports and business correspondence. Must have good phone skills and be able to communicate with others in a professional and concise manner.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.
REASONING ABILITY
Ability to prioritize large volumes of work and multitask efficiently.
CERTIFICATES, LICENSES, REGISTRATIONS
Kentucky Horse Racing Authority License
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; use hands, fingers, reach with hands and arms and talk and hear. The employee frequently is required to stand. The employee is occasionally required to walk, stoop, kneel, crouch, or climb steps. Specific vision abilities required by this job include close vision, and ability to adjust focus. Occasionally required to lift up to 25 pounds.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate