Human Resources Administrative Assistant

Job Description

Job Description

Company Information

At Community Hospice & Health Services and its affiliates, Community Hospice & Health Services Foundation, and CHI Management, Inc. (herein referred to collectively as “CHHS”) you will find a family-based and compassionate work environment. Our goal is to provide a wonderful work experience that allows our employees to thrive by feeling engaged and fulfilled each day. CHHS is the largest and oldest nonprofit hospice, palliative care, and support services provider in the Central Valley.

We are proud to indicate that CHHS has been supporting and providing compassionate and quality services to our community since 1979. Our mission is to embrace individuals and families facing life-changing journeys, enhancing quality of life for all. CHHS is accredited by Community Health Accredited Program (CHAP).

REPORTS TO: Director of Human Resources

SUMMARY: The Human Resources (HR) Assistant is responsible for various HR department administrative responsibilities associated with pre-employment processing, onboarding, Human Resource Information System (HRIS) data administration, electronic personnel file maintenance, and other general administrative responsibilities.

RESPONSIBILITIES:

• Process new hire pre-employment items that include but are not limited to; background checks, physical appointments, reference verifications, gathering on-boarding details, completing computer access and electronics requests, adding new hires into the HRIS and Learning Management System (LMS).
• Review pre-employment physical and drug screen records. 
• Prepare for new hire orientation by ensuring that all orientation items needed are available.
• When assigned by the Director of HR, facilitate the new hire orientation and ensure that all new hire documents are completed appropriately.
• Review new hire vaccination records to verify if follow-up is needed. When applicable, obtain vaccine declination forms or schedule vaccine appointments for new hires.
• Consistently answer phone calls and attend to visitors.
• Maintain and retain electronic HR employee files.
• Maintain HR storage organized.
• Ensure that filing and scanning is completed weekly.
• Input and maintain data in HRIS.
• Keep track of employee credentials and competencies in HRIS.
• Generate monthly reports and complete employee data dashboard. Notify employees via email regarding to professional licenses, DEA, CPR certificates, TB skin tests, auto insurance, COVID vaccines, and CA drivers’ licenses that will be due. Generate other reports as needed.
• Order office supplies.
• Create badges for employees, volunteers, and board members.
• Facilitate the employee uniform reimbursement process.
• Assist employees by answering HR questions.
• As assigned by the Director of HR, post open positions, review resumes, set-up interviews, and communicate with hiring managers.
• Assist with employee engagement and recognition activities. 
• As assigned by the Director of HR, assist with annual benefit open enrollment endeavors.
• Perform other duties as assigned.

SUCCESS FACTORS:   

• Ability to seek assistance from Supervisor when needed to resolve potential labor issues.
• Ability to use mathematical techniques to calculate data or solve practical problems to complete a variety of HR tasks.
• Ability to retain personal objectivity, when dealing with emotionally charged situations pertaining to employment issues.
• Ability to follow policies and procedures.
• Ability to develop and maintain respectful, cooperative, and constructive relationships with all people.
• Ability to consistently communicate and assist people in a manner that reflects compassion.
• Ability to respond to changing situations in a flexible manner.
• Maintain and protect confidential data with great discretion and professionalism.
• Ability to handle multiple tasks simultaneously.

QUALIFICATIONS:      

• Two years of clerical experience, AA degree with one year of clerical experience, or bachelor’s degree with a concentration in human resources management is required.
• Previous HR experience is highly preferred.
• Experience with general office equipment.
• Word, Excel, and PowerPoint Microsoft Office experience.
• Ability to type 35 WPM.
• Ability to communicate effectively both orally and in writing.

WORK ENVIRONMENT: This position is based in an office environment using a computer and general office equipment.

WORK SCHEDULE: This position is a full-time regular 40-hour workweek position. If needed, overtime may be worked to meet the needs of the organization.

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Company Description

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