Job Description

Job Title:         Recruiting Assistant

Reports to:      Human Resources Business Partner 

Shift:                Monday-Friday, during normal business hours

Location:         Primarily located in our Antigo, WI office with the flexibility to work from our Wausau, WI office 1-2 days per week. 

Job Summary

The Recruiting Assistant provides support to the Talent Acquisition (Recruiting) team by coordinating recruitment activities and events, scheduling interviews, supporting job offer activities, and maintaining accurate candidate records. This role also assists with orientation activities while handling administrative tasks that help ensure a smooth and efficient hiring process.

Essential Duties

• Provide general administrative support, including data entry, reporting, document scanning, and responding to routine inquiries, escalating complex questions as appropriate.
• Maintain accurate, organized, timely and confidential candidate and employee records within the applicant tracking system (ATS)and HR files.
• Publish approved job postings and recruitment advertisements across company careers page, external job boards, and social media platforms.
• Attend hiring events in a support role, assisting with coordination and candidate engagement as directed.
• Assist Talent Acquisition team with basic communications by keeping candidates and interview teams informed about the recruitment process by sharing and confirming details such as interview dates, times, locations, and next steps in the process and ensuring information is updated daily in ATS. 
• Prepare and process offer letters using approved templates and information, following required review and approval steps.
• Coordinate and track pre-employment screening activities, including background checks, reference checks, driver qualification entries, and required testing, using approved processes. 
• Coordinate and conduct new hire orientations.
• Process orientation paperwork and support new hire setup in human resources information system (HRIS), ensuring accuracy and compliance with standard procedures.

Required Skills and Abilities

• Ability to effectively work with applicant tracking systems, spreadsheets, word processing documents, and other applicable computer systems and data management software. 
• Ability to establish priorities, work independently, and proceed with objectives without direct supervision.
• Ability to manage multiple priorities and projects in a fast-paced, time-sensitive environment.
• Ability to maintain a positive and professional demeanor in all interactions.
• Flexibility to be open to new ideas and pivot when necessary.
• Ability to build and maintain strong relationships and effectively partner with peers, vendors, customers, community, etc.
• Ability to work effectively with people across different teams, departments, and physical locations.
• Ability to fully concentrate, understand, respond, and remember what is being said.
• Ability to compose clear, concise, grammatically correct, and professional emails, reports, and other written documents.

Education and Experience

• Knowledge of general business administration that is normally acquired by the completion of a high school diploma, Business Administration certificate, or equivalent work experience.
• Minimum one year of experience in human resources or talent acquisition preferred.

Physical Requirements

• Ability to sit, stand, walk, and move around for extended periods of time.
• Proficiency in using hands, fingers, and arms for tasks such as typing and writing.
• Sufficient visual acuity to read documents and recognize details at close and distant ranges.
• Ability to hear and understand verbal communication.
• Willingness to adhere to safety protocols and wear protective gear, including helmets, goggles, gloves, and safety shoes, as required by the job.

Company Culture & Values

• A Commitment to Our Purpose (COMMITTED PEOPLE) – Our mission is to serve and build up our customers, suppliers, communities, and each other, guided by the principles of our Lord Jesus Christ. The commitment to serving and building up is easily seen in those employees that exemplify this value.
• Without Our Customers We Are Nothing (CUSTOMER FIRST) – We realize that we are blessed to serve our customers and without them, our company does not exist. They rely on us for their success and that is a responsibility we cannot take lightly. Our focus must be on serving them with as seamless communication and access to products as possible.
• Kind, Humble and Positive (HUMBLE) – These positive traits do not mean being a doormat to others. But when a person is kind, humble and positive it comes through in their genuine caring for those around them.
• A Desire For “Expert” (EXPERTS) – Our people want to be seen as the experts in their specific roles. From how we convert a bag efficiently and with highest quality, to knowledge of the product portfolio, to desiring to know more about tax or human resource policy – the desire for “expert” drives us in each of our roles.
• Intentional Growth – Developing of Self and Others (PERSONAL GROWTH)– Times, tools, and customer expectations change. Our team members are interested in developing themselves and those around them. We know that a stronger team is one that makes our customers and our fellow employees happier.
• Strong Work Ethic (HARD WORKERS) – The commitment to serve those around us is honorable and we respond to this by putting our strongest effort into that purpose.
• High Expectations of Self and Others (HIGH EXPECTATIONS) – We expect ourselves, and those around us, to put in our best effort. When others struggle, we help them align towards perfection. When we struggle, we are open and humble to hear it and course-correct accordingly.
• If It Isn’t Safe, We Don’t Do It (SAFETY) – All people deserve to return home to their loved ones safely and work in an environment where they can best execute their tasks safely. When choosing between safety and profit, safety and efficiency, safety and feelings, safety, and “x” – we choose safety.

Travel Requirements 

This position may require occasional travel within the workday. 

Driver Qualification

The ability to drive a company owned/leased vehicle or personal vehicle on behalf of the company is preferred. Inclusion in the company’s driver qualification program is required to drive a company owned/leased vehicle or personal vehicle. 

Becoming a qualified driver includes:

• Agree to the company driving policies that apply to company owned/leased vehicle or personal vehicle as applicable.
• Possess and maintain a valid driver license and be a minimum of 21 years of age.
• Maintain an acceptable driving record, as evidenced by completion of a baseline motor vehicle record check and ongoing monitoring.
• When driving a personal vehicle on behalf of the company, must provide a copy of the declaration page from personal auto insurance that shows the policy dates and minimum coverage amounts ($300,000 bodily injury per accident/$100,000 property damage per accident or if driving less than 5 hours/200 miles a year $50,000 bodily injury per accident/$10,000 property damage per accident or the state minimum, whichever is more). This requirement is initially and then annually thereafter.

This job description is intended as a general outline of the primary responsibilities of the position. It is not intended to be an exhaustive or comprehensive list of all duties, responsibilities, or activities that may be required. The employer reserves the right to modify, add, or remove any responsibilities, duties, or activities as deemed necessary with or without notice. 

Volm Companies is an equal opportunity employer and is committed to providing reasonable accommodation to qualified individuals with disabilities and other protected characteristics. If you require reasonable accommodation to perform the essential functions of the job, please inform us and we will work with you to address your needs.

Benefits

As a family-owned and operated company, we offer a comprehensive benefits package designed to support you and your family. We offer a strong foundation of benefits, including access to medical, dental, and vision coverage, an HSA employer contribution, and a 401k with profit sharing to secure your future. To support your overall well-being and family life, we offer additional benefits beyond the core package, such as paid vacation, wellness stipends, childcare reimbursement assistance, and much more. We are committed to continuously enhancing our benefits to meet the evolving needs of our team.