Human Resources Assistant

About the organization
A nonprofit organization dedicated to animal welfare and the protection of animals in the Peninsula area of the San Francisco Bay Area in California that offers various services and programs focused on animal care, adoption, education, and advocacy.

Position Overview :
This role supports the Human Resources department of the organization and its subsidiaries. The primary focus involves dedicating a substantial portion of time to recruitment and administrative reporting. Additionally, the role encompasses various tasks such as data entry, correspondence, and administrative duties that contribute to the efficient operation of the HR department. This role is based in-office; remote work is not an option.

Essential Duties and Responsibilities include the following:

Recruitment:

• Post and maintain all open positions on job boards.
• Review all applicant resumes and phone screen qualified candidates.
• Respond to all job inquiries from our website, emails, and phone calls.
• Introduce the qualified candidates to the HR Director and/or hiring department managers to proceed to the next steps in the recruitment process.
• Maintain detailed recruitment status reports in the applicant tracking system.
• Organize and maintain recruitment notes from hiring managers.
• Coordinate administration and recruitment efforts for the internship program and serve as the point of contact for the vet schools.
• Assist with the review, and updates of the organizations job descriptions and job postings. •
• Attend job fairs both virtually and in person.
• Other recruiting related functions may be assigned.

New Hire Process and Onboarding:

• Prepare new hire packets and onboarding materials.
• Call references and run background checks.
• Coordinate and facilitate onboarding meetings.
• Facilitates on boarding meetings for sister organization new hires.
• Assist in the preparation of materials used in new employee orientation and staff trainings.
• Schedules and facilitates new employee check-ins (90 and 180-day reviews) for the company and it's affiliates and subsidiaries.
• Alert HR Director of any trends or immediate concerns.
• Responsible for maintaining new hire checklists and required documents
• Conduct exit interviews for terminating employees.

Safety:

• Assist the HR Coordinator with the research and execution of the safety programs, initiatives and trainings in an effort to maintain a company-wide workplace environment free of incidents and accidents.
• Member of safety committee o Assist with training new safety committee members on building safety inspections.
• Follow-up on outstanding building safety inspections, with designated safety committee members.
• Assist with workers compensation claims and tracking.
• Assist with annual IIPP updates.

Additional Responsibilities:

• Prepare, summarize and edit bi-weekly employee attendance/tardy/holiday reports for each department.
• Record and track various employee relations programs, rewards and recognition programs.
• Prepare termination packets and COBRA documents for exiting employees.
• Assist in ensuring compliance with all federal, state and local legal requirements by understanding existing and new legislation.
• Assist with troubleshooting/researching to resolve various HR related topics or problems as they arise.
• Assist in organizing and implementing employee relation events, activities, reward and recognition programs.
• Assist with the employee data maintenance of the ADP HRIS
• Maintain employee files electronically via Dropbox.
• Perform other general administrative duties as assigned.
• Encourage and promote a positive public image of the organization.

Qualifications:  

• Bachelor’s Degree (BA) or Associate’s Degree (AA); At least 6 months HR experience and/or training.
• Ability to work effectively under pressure, handle multiple projects and adapt to changing priorities to deliver efficient and accurate results in a fast-paced HR environment.
• Ability to work professionally in person and over the phone with volunteers, fellow co-workers, management, candidate applicants and members of the public.
• Ability to handle confidential information and records with the utmost of discretion.
• Ability to work independently, possess strong organizational and time management skills, and good problem-solving skills.
• Strong attention to detail.
• Basic working knowledge of HRIS systems such ADP Workforce Now, Microsoft Office (MS Word, MS Excel, MS Outlook, etc.) and computer keyboarding and data entry skills.
• Basic experience with Dropbox database.
• Basic experience with video conferencing systems.
• HR Certifications are a plus.
• Upon hire, must pass background check.