Human Resources Assistant (Part-time)

Job Description

Job Description

POSITION SUMMARY

Our Mission
Compelled by the love of God in Christ Jesus, in cooperation with the Church and others, Esperanza Health Center is a multi-cultural ministry providing holistic healthcare to the Latino and underserved communities of Philadelphia. We seek to fulfill our mission by providing affordable, high-quality, and bilingual health care services in Jesus’ name, regardless of ability to pay, to all those in our communities who seek care.

The Human Resources Assistant is a part-time, non-benefit-eligible support position (up to 20 hours per week) responsible for providing clerical and administrative support to the Human Resources department. The position is based primarily at the Hunting Park site with one weekly visit to the Kensington-Allegheny (KA) site. Core responsibilities include managing HR documentation, maintaining employee records, supporting compliance activities, and assisting with employee engagement initiatives. The position reports directly to the Director of Human Resources and is expected to independently manage daily tasks in a timely and organized manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Compliance-Critical Administrative Responsibilities

• Assist with onboarding documentation, including I-9 completion and verification, W-4 and state tax forms, and required clearances; ensure personnel files remain complete, current, and compliant.
• Compile and submit monthly HR compliance tracking reports, including visa/work authorization status and employee attendance reporting.
• Track employee attendance at mandatory trainings and events for compliance reporting purposes; flag gaps to the HR Director.
• Create and maintain new hire folders; update and organize existing employee files as directed; maintain strict confidentiality of all records at all times.
• Support HR compliance activities related to HRSA requirements, UDS processes, and FQHC regulatory standards as directed.
• Sign and uphold EHC's HIPAA/Privacy policies; protect the confidentiality of all employee records, including medical, immigration, disciplinary, and compensation information, in full compliance with applicable law and EHC policy.

General Administrative & Operational Support

• Review, sort, scan, and electronically file incoming HR-related mail and documents.
• Run and distribute employee attendance and tardiness reports as requested by HR leadership.
• Print and prepare employee and volunteer ID badges.
• Assist with scheduling interviews, orientations, HR meetings, and trainings.
• Support logistics for HR events, trainings, orientations, and employee engagement activities, including setup, attendance tracking, and material preparation; may be required to arrive early (as early as 7:00 a.m.) for event setup.
• Travel to the Kensington Avenue (KA) site once per week to perform administrative duties and provide on-site HR support.
• Maintain office organization, supply inventory, and document management systems.
• Support departmental projects and special initiatives as assigned.
• Provide general administrative and logistical support to the HR department as directed by the HR Director.
• Participate in devotions and spiritual life of the organization.

EDUCATION, KNOWLEDGE, SKILLS, AND QUALIFICATIONS

Education

• High school diploma or GED required; associate's or bachelor's degree in Human Resources, Business Administration, or related field preferred.

Required Skills & Competencies

• Strong attention to detail and organizational skills, with the ability to manage multiple administrative priorities independently.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word); experience with HRIS systems preferred (ADP) a plus.
• Strong written and verbal communication skills; ability to interact professionally with staff at all levels.
• Demonstrated ability to handle sensitive and confidential information with discretion.
• Bilingual English/Spanish preferred; the role regularly supports staff and operations at the Hunting Park, 5th Street and KA sites, which serve a predominantly Spanish-speaking population.
• Willingness to learn internal systems, office equipment, and EHC procedures.
• Professionalism, reliability, and a team-oriented approach.
• Willingness to respectfully share and support Esperanza's Christian mission and values.

PHYSICAL REQUIREMENTS

• Must be able to sit, stand, and walk for extended periods during the workday.
• Must be able to lift and move up to 25 pounds, including document storage boxes and office supplies.
• Must be able to bend, reach, and carry materials between offices and floors as needed.
• Must be able to travel between EHC sites (Hunting Park, 5th Street and KA) as required by the position.

EQUAL EMPLOYMENT OPPORTUNITY & ACCOMMODATION

Esperanza Health Center is an equal employment opportunity employer. EHC does not discriminate in employment on the basis of race, color, creed, age, sex, marital status, national origin, physical or mental disability, or any other characteristic protected by applicable federal, state, or local law.

Applicants and employees who require a reasonable accommodation to participate in the hiring process or perform the essential functions of this position should contact the Human Resources Department.