Human Resources Assistant

Title: HR Assistant

Location: Fountain Valley, On-Site

Department: Human Resources

Status: Full Time

Shift: Day M-F

Pay Range*: $24.01/hr - $34.81/hr

MemorialCare is a nonprofit integrated health system that includes four leading hospitals, award-winning medical groups - consisting of over 200 sites of care, and more than 2,000 physicians throughout Orange and Los Angeles Counties. We are committed to increasing access to patient-centric, affordable, and high-quality healthcare; your personal contributions are integral to MemorialCare's recognition as a market leader and innovator in value-based and other care models.

Across our family of medical centers, we support each one of our bright, talented employees in reaching the highest levels of professional development, contribution, collaboration, and accountability.Whatever your role and whatever expertise you bring, we are dedicated to helping you achieve your full potential in an environment of respect, innovation, and teamwork.

Position Summary

The Human Resources Assistant is accountable for the front desk reception duties for the Human Resources Department and ensures customers are greeted in a professional and courteous manner and that information is maintained confidential at all times. The HR assistant is responsible for data entry, new hire orientation, supply ordering, answering all incoming calls, and routing them to the appropriate individuals. Assists callers with questions in accordance with company policy and state/federal regulations. Assists all human resources staff in successfully meeting department goals.

Essential Functions and Responsibilities of the Job

• Responsible for customer service to all visitors that includes greeting customers, referring them to the appropriate members of staff, answering the phone, routing calls, taking messages and assisting customers with their specific questions.
• Opens, sorts and routes incoming mail. Properly routes all outgoing mail (both internal and external).
• Provides administrative support to the HR department, including proper in-take, processing, and data entry, filing and scanning of employee documents and other records as necessary. Research and data management support, organizing conference rooms and meeting room bookings, monitoring and maintaining office equipment and other administrative functions as assigned.
• Coordinates special events including the scheduling of facilities and room requirements, event schedules and set-up requirements, attendance records, staffing and event follow-up support. This includes the annual benefits fair and vanguard meetings.
• Performs various HR related tasks such as, but not limited to, employment verification, subpoenas, data entry of employee information, tracking information, assisting staff with specific requests and assisting employees with general information requests. The data entry elements include, flu, TB, license and staff bonus documents.
• Prepares materials and packets for new hire orientation. Orders food and prepares name badges.
• Send invitations for New Hire Manager orientation.
• Monitors new hire, termination and LOA packets to ensure forms are up-to-date to ensure adequate supply.
• Responsible for coordinating the iCare about you Fund program, which includes ordering supplies and maintaining the tracking log and form.
• Facilitates Employee of the month, to include sending out email requesting nominations and preparing the spreadsheets in advance of the CCE meeting. Creates and sends employee of the month nomination cards.
• Orders and stocks departmental supplies as needed. Ensures supplies are organized and in a central location at all times. Ensures cabinets are properly labeled and accessible to all staff.
• Ensures the accurate filing of documents into the employee personnel file and filing is up-to-date at all times.
• Works with payroll to ensure that subpoenas are process in a timely manner.
• Ensures compliance with related laws, regulations and ordinances as well as compliance with regulatory agencies or accrediting bodies.
• Maintains and ensures the following areas are organized at all times and free from clutter: front desk area, file room and break area.
• Assist in the planning and coordination of employee functions and activities.
• Works in collaboration with other HR staff to ensure information flow and secure positive operational results within the department.
• Performs other duties as assigned.

*Placement in the pay range is based on multiple factors including, but not limited to, relevant years of experience and qualifications. In addition to base pay, there may be additional compensation available for this role, including but not limited to, shift differentials, extra shift incentives, and bonus opportunities. Health and wellness is our passion at MemorialCare-that includes taking good care of employees and their dependents. We offer high quality health insurance plan options, so you can select the best choice for your family. And there's more... Check out our MemorialCare Benefits for more information about our Benefits and Rewards.