HR Assistant

HR Assistant

We are looking for someone caring, professional and organized, with prior office and HR experience preferred. Bilingual Spanish speaking is strongly preferred (+ $1/hr pay bonus). This role involves managing documents, reports, and databases, and communicating regularly with employees.

We are looking for someone flexible who can work within our team to grow into this position and be willing to assist with a variety of tasks as our agency grows and changes. We are a pretty small team, so the ability to cross-train is essential. This position is mainly hybrid-remote, with regular travel to our office in Lake Oswego for in-person onboarding meetings.

Job Objectives:

The HR Assistant will assist with the following various administrative tasks:

• Send regular reminders to employees via text and email of upcoming deadlines.
• Update all systems as employees complete trainings in our LMS system SkyPrep.
• Add completed training hours to a file for payroll on a weekly basis.
• Process trainings completed outside of SkyPrep for credit.
• Communicate regularly with other office staff, including employee managers and HR manager when deadlines are almost due or are passed.

• Assist with scheduling and meeting new employees in person during onboarding at our Lake Oswego office.
• Assist with additional administrative steps involved in onboarding, including following up on paperwork, submitting background checks, completing reference checks, and ensuring online trainings are completed.
• Communicate regularly with new employees and their managers on pending onboarding tasks.

• Submit background checks for existing employees before their current clearances expire.
• Follow up with employees via email and phone to ensure the necessary steps are completed, including disclosure surveys and fingerprinting, when necessary.
• Process approved background checks by saving a copy of the clearance letter and notifying the employee of the approval.

• Maintain prompt communication with DSPs (employees), Clients and/or Parents and Guardians via email, phone, and text.
• Assist with developing and/or maintaining various office-related policies, procedures, and protocols.
• Communicate and collaborate with the rest of the HR department and FRR office team.
• Attend occasional in-person staff meetings or community events.
• Assist with data entry in company systems. If any records are found to be missing, assist in the process for obtaining.
• If fluent in Spanish: Assist with translation from English to Spanish where relevant, such as agency policies, trainings, and website and social media posts.
• Perform additional support duties and responsibilities as assigned.

Job Qualifications:

• Fluent in English and Spanish preferred.
• Demonstrated ability to understand and promote a fair and equitable work environment and follow confidentiality requirements per applicable employment laws and regulations.
• An interest and desire to work within the intellectually and developmentally disabled community.
• Knowledge and experience working in a highly government-regulated and compliance-focused industry preferred.
• Self-directed and highly organized, with ability to work as a part of a team.
• Strong problem-solving and critical thinking skills.
• Ability to communicate in a professional manner, both written and verbal.
• Ability to adhere to specific timelines and complete tasks ahead of deadlines.
• Be comfortable using various technologies including Adobe, Microsoft Teams, Excel Spreadsheets, Microsoft Word, etc.
• This position is hybrid-remote. Must have a dedicated workspace with high-speed internet, quiet for making and answering phone calls, and must feel comfortable with setting up and managing company-provided computer equipment.

Requirements:

• Pass a criminal background check
• Type 50-60 wpm
• Comfortable using technology such as cell phones, computers, and Microsoft Suite.

Benefits:

• Paid Time Off (PTO)
• Medical, Dental, Vision Insurance. Additional insurance benefits including life, pet, illness, and hospital indemnity insurance
• 401k benefits with company match (after 1 year)
• Annual raises of up to 5%, depending on performance
• Free gym membership with MUV Fitness.
• Paid holidays