HR Assistant

HR Assistant

Under general supervision, performs a variety of administrative duties relating to personnel functions and programs to support the day-to-day operations of the Human Resources Department. The HR Assistant works closely with finance and other departments to provide a customer focused and effective HR support service to achieve organizational goals and objectives.

Essential duties and responsibilities include:

• Serving as the initial point of contact to the HR team; providing customer service, both in-person and by telephone or email, by answering employee requests and questions and directing them to the correct HR personnel.
• Serving as the primary administrator of request ticketing system. Reviews all submitted request and route requests to appropriate HR personnel.
• Performing a variety of general office support duties; making copies; maintaining calendar of activities, meetings, and various events for assigned staff; processing mail including receiving, sorting, time stamping, logging, and distributing incoming and outgoing correspondence and packages; ordering and maintaining office supplies; assisting or preparing HR correspondences.
• Maintaining high quality and accurate personnel files records in accordance with privacy, state, and federal requirements and HIPPA regulations; performing paper and system audits as necessary.
• Verifying and ensuring timely completion of I-9 documentation and maintaining binders.
• Processing and inputting data into HRIS, with focus on general employee maintenance data.
• Maintaining employee records in Learning Management System.
• Assisting employees with request for HRIS and/or LMS password resets.
• Processing routine EDD paperwork for unemployment claims.
• Assisting with new hire packet preparation, presentation and set-up of Human Resources programs, including but not limited to: Employee Orientation, Employee Appreciation, Agency Events, HR Flyers, Open Enrollment and Leadership University.
• Assisting with HRIS projects including routine and ad-hoc reporting, and module set-up.
• Responding to requests for verification of employment.
• Providing occasional backup support of agency recruiting efforts by serving as advertising or posting of job vacancies (both internal and external), sourcing and screening candidates and interview scheduling.
• Administering the tuition reimbursement and employee referral program.
• Managing all tasks related to the photo ID system for the purpose of proper identification for all staff, volunteers and contractors. Ensuring all staff photos are uploaded into HRIS.
• Assisting with HR projects (meetings, trainings, surveys etc) and taking minutes.
• Performing other tasks and duties as assigned by the Human Resources Executive and/or Manager.

Qualifications:

• Associate degree in business, human resources or related field or 3-5 years administrative work.
• Must have minimum of two years administrative support work.

Required knowledge, skills, and abilities include:

• Ability to work independently, prioritizing and organizing workload to meet deadlines.
• Excellent communication, customer service interpersonal, relationship building, consulting, teamwork and leadership skills.
• Ability to maintain strict confidentiality regarding all employee issues and concerns.
• Strong organizational and project management skills and attention to detail are a must.
• Strong ability to multi-task and respond effectively to changing priorities and demands.
• Agile critical thinking and problem-solving skills.
• Passion for tackling new challenges and learning new skills.
• Strong proficiency using Internet resources, email, Microsoft Office (Word, Excel, PowerPoint).
• Experience with HR tools and programs preferred.

Physical requirements include:

• Ability to sit or stand for periods of time, use a computer, telephone, lift files and other materials in and out of cabinets or storage and stooping.
• Ability to lift up to 30 pounds on an occasional basis.
• Must be able to transport self between multiple locations.

Other qualifications include:

• Criminal background check via Live scan fingerprint.
• Must have TB test performed and submit results.
• Automobile, valid driver's license and auto insurance per agency policy; or have access to reliable transportation.

Working conditions:

• Work will be conducted in a shared office setting.

Hours and other conditions:

• Standard office hours are Monday through Friday, from 8:00 a.m. to 5:00 p.m.
• This position is a full-time, non-exempt position. Infrequent evenings or weekends may be required.