HR Records Assistant

Job Description

Job Description

Position Summary: The HR Records Assistant will assist the CEO with specialized administrative tasks, including recruiting functions, HR related forms (i.e., job descriptions, etc.), responsibility for overseeing personnel and other employment records, and generating reports. This is principally a clerical and administrative support role. 

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assists and supports hiring managers and supervisors in a variety of HR functions.  These include onboarding, counseling statements, employee relations, leaves of absence, handbook and policies, job descriptions, terminations etc.
• Works with employees when they have a need to take a leave of absence and manages the leave of absence process with appropriate Wesley supervisors and contracted organizations supporting Wesley’s HR functions.
• Assists managers in drafting job descriptions and keeps files of current job descriptions.
• Coordinates the recruiting process to include making sure that there is an approved and open position requisition, and an accurate job description before beginning the process.
• Maintains accurate records of active job openings and received applications; manages internal and external job postings.
• Reviews applications for entry-level and non-exempt positions; conducts and/or schedules preliminary interviews. May conduct reference checks and pre-screening phone interviews.
• Responsible for the onboarding process with new employees. May also hold exit interview meetings with departing employees.
• Maintains personnel files, ensuring completion and accuracy of details such as employee contact information, job classification, pay rates, organizational structure, and other key details.
• Coordinates and supports company-wide information meetings such as open enrollment in conjunction with Wesley administration and appropriate third-party benefit representatives.  .
• Assists supervisors/managers and employees with Relias Learning platform, and keeps training records for employees.
• Performs administrative and recordkeeping tasks  related to Human Resources.

Competencies: To perform the job successfully, an individual should demonstrate the following.

Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Continuous Learning - Assesses own strengths and weaknesses; seeks feedback to improve performance; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.

Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.

Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience – High school diploma and one to two years related experience and/or training; or equivalent combination of education and experience.

Language Ability – Read, analyze and interpret business, professional, technical or governmental documents. Write reports, business correspondence and procedure manuals. Effectively present information and respond to questions from managers, customers and the public.

Mathematical Ability – Add and subtract two digit numbers and multiply/divide with 10's and 100's. Perform these operations using units of American money and weight measurement, volume and distance.

Reasoning Ability – Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Deal with problems involving several concrete variables in standardized situations.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to stand; walk and talk or hear. The employee is frequently required to sit; use hands to finger, handle, or feel and reach with hands and arms. The employee must frequently lift and/or move up to 10 pounds.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

WCHC’s Expectations of all Employees

• Adheres to all WCHC Policies and Procedures
• Conducts self in a manner that represents WCHC’s Values at all times
• Maintains a positive and respectful attitude with all work-related internal and external contacts
• Communicates regularly with supervisor about Departmental and WCHC concerns
• Consistently reports to work on time, prepared to perform the duties of the position
• Meets productivity standards and performs duties as workload necessitates
• Actively participates in all required trainings
• Empowered to provide outstanding service to all customers

Wesley Community & Health Centers is a local, non-profit, federally qualified health center committed to providing high-quality primary care to all individuals, regardless of insurance status. Our two Phoenix and one Mesa locations offer comprehensive, patient-centered medical services.

Beyond healthcare, we empower our community through programs like:
* After School - Strong Youth Strong Community
* Neighborhood Revitalization
* Nutrition
* Adult Education
* Financial Literacy

By partnering with local businesses and organizations, we strive to improve the overall health and well-being of our community members.

Company Description

Wesley Community & Health Centers is a local, non-profit, federally qualified health center committed to providing high-quality primary care to all individuals, regardless of insurance status. Our two Phoenix and one Mesa locations offer comprehensive, patient-centered medical services.\r\n\r\nBeyond healthcare, we empower our community through programs like:\r\n* After School - Strong Youth Strong Community\r\n* Neighborhood Revitalization\r\n* Nutrition\r\n* Adult Education\r\n* Financial Literacy\r\n\r\nBy partnering with local businesses and organizations, we strive to improve the overall health and well-being of our community members.