Human Resources Assistant

Job Description

Job Description

Job Title: Human Resources Assistant

Program/Department: Human Resources

Position Type: Non-Exempt; Full-Time 40 hours/ week – Hybrid Position (remote and on-site)

Location: Watertown

Reports to: Director of Human Resources

About IHR : The Institute for Health and Recovery (IHR) helps people heal, strengthen their relationships with loved ones, and thrive. We support people navigating complex and intersecting challenges: substance use, trauma, mental health and medical needs, isolation, poverty and housing instability, and child welfare and justice system involvement.  Our services are rooted in compassion and lived expertise—supporting people across all dimensions of identity and experience.    We know that with hope, support, and meaningful connection to others, recovery and healing are possible for every person.   At IHR, we are proud to offer an inclusive, recovery friendly, and supportive work environment. We welcome and value lived experience of recovery.

Summary Statement : The Human Resources Assistant  manages the day-to-day operations and performs duties in all areas of the Human Resources office. The HR Assistant will provide administrative support to the HR Department in recruitment, training, onboarding, maintaining accurate employee records and ensuring compliance with HR policies and regulations.

Essential Functions:

• Assist in the recruitment process by posting job openings, screening resumes, coordinating interviews and conducting reference checks.
• Support the HR Director and HR Manager in facilitating the onboarding process for new hires, which includes preparing orientation materials and conducting sessions.
• Maintain, update, and audit employee records in the HR database and ADP, ensuring both accuracy and confidentiality
• Organize and assign employee training on RELIAS upon hiring, as well as on an annual and ongoing basis.
• Follow up with staff regularly regarding performance evaluations, PTO, annual HR forms, and other HR requirements.
• Provide general administrative support to the HR department, including filing, data entry, and preparing correspondence.
• Facilitate and process requests for purchase orders, business cards, ID badges, and new hire announcements.
• Process orders for flowers, gift cards, and other incentives as needed.
• Generate HR reports on employee metrics, turnover, and other key performance indicators.
• Notify program directors and employees of staff anniversaries and birthdays.
• Facilitate communication and address questions and concerns through timely phone and email correspondence.
• Maintain personnel files and ensure their security, both electronically and in paper form.
• Ensure HR documents and representation on IHR’s internal SharePoint site are current.
• Help ensure compliance with company policies and employment laws by keeping documentation up to date.
• Ensure legal compliance with federal and local laws regarding all HR records.
• Use cloud-based systems for communication with IHR’s site office, including shared calendars, timesheets, and supervisor check-ins. 
• Attend team and agency staff meetings. 

Qualifications/Requirements:

• Bachelor’s or Associate’s Degree, with 2+ years of strong experience in payroll management.
• Solid knowledge of ADP Workforce Now Version 5.
• Experience with Human Services Information System (HRIS) software.
• 2+ years of experience in a Human Resources environment, ideally in a non-profit setting.
• Excellent administrative, organizational, communication, and interpersonal skills.
• Ability to handle sensitive issues with confidentiality, diplomacy, and tact.
• Strong multitasking skills with the ability to manage interruptions effectively.
• Superior attention to detail and organizational abilities.
• Must demonstrate confidence, professionalism, discretion, and sound judgment.
• Thorough knowledge of MS Office and internet applications.
• Willingness and capability of learning to use new software as needed

Other Requirements: (If Applicable)

• Reliable Transportation

Competencies: 

• Clear and effective communication 
• Strong organizational skills 
• Ability to work effectively in teams 
• Self-motivated and independent 
• Problem-solving skills 
• Adaptability and flexibility 
• Commitment to ongoing development and learning 
• Dedication to diversity, equity, inclusion and justice

Physical Requirements:  The physical demands of this position include talking, hearing, sitting, standing, walking, lifting, and using hands for activities such as grasping, handling, and reaching. These physical and mental demands are essential for the successful execution of job responsibilities. Reasonable accommodation will be made for qualified individuals with disabilities. 

IHR seeks to create welcoming, inclusive and accessible environments for our staff and the people we serve. We welcome and celebrate the diverse social identities of our staff. We recognize the importance of having staff who reflect the identities of the diverse communities that we serve, and we make efforts to hire from within these communities. We are proud to offer an inclusive, recovery friendly, and supportive work environment, and we welcome, and value lived experience of recovery.