Human Resources Assistant

Under the supervision of the Human Resources Generalist and in accordance with Salina Family YMCA policies and procedures, the Human Resources Assistant provides administrative and operational support for human resources functions, including recruitment, onboarding, personnel records, background checks, employee documentation, training coordination, and HR systems administration.

This position helps ensure that HR processes are completed accurately, consistently, confidentially, and within established timelines. The Human Resources Assistant supports the day-to-day operations of the HR department while referring employee relations matters, policy questions, sensitive issues, and decisions requiring HR approval to the Human Resources Generalist.

The following is not an all-inclusive list but highlights the general responsibilities of the position.

• Recruitment and Hiring
• Provide administrative support throughout the recruitment and hiring process.
• Manage candidate information and recruitment activities within Paycor and other designated systems.
• Post job openings, monitor applications, communicate with candidates, and coordinate interviews as directed.
• Initiate, process, and track reference checks and background checks in accordance with established procedures.
• Review background check results for completeness, document status, and identify items requiring HR review or approval.
• Ensure required hiring documentation, including Personnel Action Forms (PAFs), is received and approved before processing new hires or employment changes.
• Communicate with department heads and supervisors regarding the status of candidates and outstanding hiring requirements.
• Assist with closing job postings and completing recruitment-related administrative tasks.
• Onboarding and Employee Records
• Initiate and monitor new-hire onboarding through Paycor after receiving the required authorization and documentation.
• Track completion of onboarding forms, employment documentation, required certifications, and assigned training.
• Coordinate new employee orientation and assist with the preparation of orientation materials and packets.
• Maintain accurate and organized electronic and physical personnel records.
• Ensure employee documentation is filed appropriately and updated when changes occur.
• Assist with employee status changes, transfers, pay rate changes, position changes, and separations after receiving the required PAF and approvals.
• Follow up with employees and supervisors regarding incomplete documentation and outstanding onboarding requirements.
• HR Systems and Administrative Support
• Maintain and update employee information in Paycor and other designated HR systems, within assigned access and authorization.
• Assist with routine HR data entry, reports, employee lists, statistics, and record reconciliation.
• Monitor onboarding, recruitment, training, and other HR task completion to help ensure deadlines are met.
• Identify discrepancies or incomplete information and bring them to the attention of the Human Resources Generalist.
• Assist with maintaining HR process documentation, forms, checklists, and administrative procedures.
• Provide administrative support for employee communications and HR department projects.
• Training and Compliance Coordination
• Coordinate and track required employee training, including safety training, annual courses, and other assigned compliance-related training.
• Monitor training completion and follow up with employees and supervisors regarding outstanding requirements.
• Maintain records of completed training, certifications, and related documentation.
• Assist with organizing training sessions, orientations, and other employee development activities.
• Help maintain accurate documentation related to workplace incidents and accident reports, referring sensitive matters and follow-up decisions to the Human Resources Generalist.
• Support administrative preparation for audits, inspections, and internal compliance reviews as assigned.
• Employee Support and HR Communication
• Serve as an initial administrative point of contact for routine HR questions and requests.
• Provide employees and supervisors with information regarding HR processes, forms, onboarding requirements, and system procedures.
• Direct questions involving employee relations, discipline, investigations, leave eligibility, accommodations, policy interpretation, or other sensitive matters to the Human Resources Generalist.
• Maintain professionalism, discretion, and confidentiality when handling employee information.
• Assist with employee announcements, HR reminders, and other department communications as directed.
• Benefits and Employment Changes Support
• Assist with collecting, organizing, and updating employee information needed for benefits administration and employment-related reporting.
• Track required documentation and deadlines related to employee status changes and other assigned HR processes.
• Support the preparation of employee data and reports for benefits vendors and other designated partners.
• Refer questions concerning benefits eligibility, plan interpretation, leave determinations, payroll decisions, or other matters requiring specialized review to the appropriate HR representative or vendor.
• Performance Evaluation and Compensation Administration
• Provide administrative support for the annual performance evaluation process.
• Assist with distributing evaluation forms, tracking completion, organizing documentation, and coordinating deadlines with department heads and supervisors.
• Maintain records related to performance evaluations and approved compensation changes.
• Assist with updating job descriptions, position documentation, salary scales, and compensation records as directed.
• Ensure approved changes are documented and processed through the established PAF and HR approval procedures.
• Other Responsibilities
• Assist with HR projects, department meetings, employee events, and special initiatives as assigned.
• Support the development and improvement of HR administrative processes and workflows.
• Perform other duties as assigned by management.

General Requirements

• Strong organizational, administrative, and time-management skills.
• Effective written and verbal communication skills.
• Proficiency in Microsoft Office applications, email, and general computer systems.
• Ability to learn and use HR information systems and applicant tracking systems.
• Strong attention to detail and ability to maintain accurate records.
• Ability to manage multiple priorities, meet deadlines, and follow established procedures.
• Professional customer service skills and the ability to communicate effectively with employees, applicants, supervisors, and external partners.
• Ability to exercise discretion and maintain strict confidentiality.
• Ability to recognize when an issue requires escalation to the Human Resources Generalist.
• Commitment to the YMCA's values of Caring, Honesty, Respect, and Responsibility.

Qualifications and Special Skills

• High school diploma or equivalent required.
• Associate degree or relevant coursework in human resources, business administration, or a related field preferred.
• Previous administrative, customer service, recruiting, or HR support experience preferred.
• Experience with Paycor or another HR information system is preferred.
• Ability to read, understand, and follow policies, procedures, forms, and other employment-related documentation.
• Ability to perform basic mathematical calculations and accurately enter and review employee data.
• Ability to organize information, identify discrepancies, follow established processes, and communicate issues appropriately.
• Willingness to learn applicable HR procedures, confidentiality requirements, and employment-related compliance practices.

Confidentiality and Decision-Making

This position has access to confidential employee and applicant information and is expected to protect that information at all times. The Human Resources Assistant must follow established access controls, recordkeeping procedures, and confidentiality requirements.

The position is responsible for completing assigned administrative processes and following established procedures. Decisions involving employee discipline, investigation findings, hiring or separation recommendations, leave determinations, accommodations, interpretation of policy, and exceptions to established procedures must be referred to the Human Resources Generalist or the appropriate authorized leader.

Background check processing and related administrative tasks must follow YMCA procedures and applicable requirements. Any results requiring interpretation, additional review, or a hiring decision must be escalated in accordance with the established approval process.

Physical and Work Environment Requirements

• Ability to perform routine office duties, including extended periods of computer work, telephone communication, and document processing.
• Ability to sit, stand, walk, and move throughout the facility as required by assigned responsibilities.
• Ability to communicate effectively in person, by telephone, and through electronic systems.
• Ability to manage multiple tasks in a busy work environment while maintaining accuracy and professionalism.
• Ability to lift and carry office supplies or materials as reasonably required by the position, with or without reasonable accommodation.

The Salina Family YMCA provides equal employment opportunities and reasonable accommodations for qualified individuals with disabilities in accordance with applicable law.

This job description is not intended to be an exhaustive list of all duties and responsibilities. Duties may be modified, and additional responsibilities may be assigned as organizational needs change