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Legal Staff in Houston, TX

Houston Methodist Jun 17,2015 Feb 08,2015 Location Houston TX
This job is expired...

In-House

Legal Staff

Health Care

Litigation - Whistleblower - CFTC

Min 2 yrs required

Profile

Secretary II Duties: Supports the Immigration team and HR Director by providing administrative support that assists the team in achieving their goals. Serves as point of contact for general inquiries to HR Client Services and triages phone calls to ensure callers get prompt answers to their inquiries by the appropriate team member, ensuring customers receive a high touch experience in accordance with the Methodist Experience. Answers phone for and checks HR Director voicemail and uses critical thinking to 1) redirect calls to more appropriate parties, 2) return calls on behalf of the Director and make arrangements for Directors to return calls, or 3) provides messages for Director’s return, recognizing VIP callers and when to interrupt Director meetings. Answers general HR Immigration phone calls and returns messages when possible or provides prompt messages to HR Immigration team to return. Acts in accordance with ICARE values. Monitors personal productivity and overtime to ensure efficient operation of responsibilities while minimizing overtime. Submits invoices via the Peoplesoft Non-PO Voucher process and monitors approvers to ensure timely approval and processing. Orders supplies via the Peoplesoft purchasing system. Completes assignments with high degree of accuracy and attention to detail. Responds to all phone calls within 2 hours of receipt, at least acknowledging receipt and when the caller may expect a call back by the Director or other team member. May be required to maintain the H1-B Public Access files according to instructions provided by the HR Immigration team members. As directed by the Supervisor or HR-Immigration team members, ensures entity HR departments and other facilities post and remove Immigration-related recruitment notices to ensure compliance with all immigration recruitment efforts. Resolves customer concerns using ICARE values and applies the Methodist Experience goals for the patients to internal customers. Provides administrative support to the team including other general clerical duties such as: Making copies of Immigration applications. Creating case file folders and labels. Creating shipping packages for overnight, 2nd day air, and regular mail balancing urgency and cost effectiveness. Shredding confidential documentation such as paper I-9s according to scheduled dates. Creating basic forms. Creating mail-merge communications and mailers on behalf of the Director or team. Checking the HR Suite mail in rotation with other secretaries and ensures appropriate distribution of mail to all parties inside and outside of the department. Checks HR Client Services mail daily and distributes to team member desks daily. Provides employment verification letters to employees wishing to sponsor family members for family-based immigration petitions. Data entry responsibilities include keying information in Immigration Tracker and Electronic I-9/E-verify software/databases and Peoplesoft, including creating, updating, and maintaining Foreign Nationals’ electronic records. Arranging meeting and conference room space based on availability and needs in current building and remote locations, possibly using main hospital conference services when possible. Includes setting up projector/AV assistance in advance of meeting, printing handouts, etc. Provides direct secretarial support to the HR Director including: Opening and time-stamping the mail for the HR Director and redirecting as appropriate. Filing meeting minutes for easy retrieval, building action items from meeting minutes into Director’s task list in Outlook. Managing the HR Director calendar in Outlook, ensuring customers have availability to the Director in a reasonable amount of time while enabling the Director to have desk time to complete project work as well. Scanning and emails documents on behalf of HR Director. Creating monthly and event-specific expenses reimbursement forms on behalf of HR Director, maintaining receipts and records for the Director. Ordering lunches and perks for the team on behalf of the HR Director. Screening Director email for mass-mailers, junk mail, vendor inquiries, etc. and responds/redirects according to standards set by Director. May courier packages between offices within the Houston Medical Center area, using Houston Methodist shuttles. As directed by the Supervisor, Immigration, maintains electronic and hardcopy files for all Foreign Nationals employed and/or sponsored by Houston Methodist to ensure compliance with all legal and regulatory immigration requirements as well as compliance with the HM export control policy. Identifies opportunities to improve efficiencies, reduce costs, reduce redundancies, and improve quality in one’s job function. Proposes solutions to team members and/or the HR Director and collaborates on implementation of solutions. Follows performance suggestions made by director to pursue personal and career development opportunities within the team, HR.

Qualification and Experience

REQUIREMENTS: High School Diploma / G.E.D required. Associates degree or higher preferred. 2 years of secretarial or administrative experience required. Previous experience as an Immigration Legal Secretary or Human Resources Secretary experience is a plus.

Additional info

Job Ref: 12751

Company info