Human Resources Assistant

Aviva Family and Children's Services Mission Statement

Creating, safe, supportive spaces where children, youth and families can heal, build resilience, and experience belonging.

Job Summary

Under the direction of the Director of Human Resources, the Human Resources Assistant provides administrative support to the Human Resources Department. Key responsibilities include maintaining employee personnel files, coordinating and tracking new hire clearances, and ensuring training records are accurately maintained and stored. The HR Assistant is also responsible for maintaining the HRIS and Relias databases, compiling reports, and providing information to support the Director of HR, and Vice President of Human Resources.


Essential Functions

• Ensure employee files are audit ready at all times and maintained in an organized manner.
• Track expiration/due dates for the following documents. Notify employees of impending expiration date.
  • TB clearance
  • BBS license
  • Driver's license
  • Car Insurance
• Assist in recruiting new employees
  • Coordinate and track new hire clearances
  • Assemble new hire documentation
  • Enter new employees' information in HRIS
  • Disseminate information to Accounting department
  • Serve as a back-up in creating employee badges
  • Obtain references for applicants
• Support the onboarding process by preparing new hire packets, conducting orientations, and ensuring completion of required documentation.
• Provide lunch break coverage for the Franklin receptionist.
• Maintain current agency organizational chart
• Respond to all employment verification and student transcript requests
• Process PAF(Personnel Action Forms) in HRIS
• Responsible for processing all requests for business cards
• Track due dates of Performance Evaluations
• Provide monthly check of sanctions as per DMH policy
• Process all interns and contractors and maintain updated files for them
• Attend Human Resources Committee meetings and take minutes
• Provide administrative support to Human Resources Department
  • Answer phone
  • Fax, mail, photocopy, scan and email documents when required
  • Distribute incoming mail/faxes to appropriate person or department
  • Place orders for office supplies when needed
• Compile and prepare reports related to audits
• Explain agency policies and procedures to employees
• Track all internal and external training in the Relias Learning Management System (RLMS) database
• Assist in the planning of the annual Employee Recognition party and employee events
• Cross trained in pertinent duties of the HR Director as needed
• Sensitive and responsive to the cultural differences among the agency's client population
• Works to promote and support justice, equity, diversity, and inclusion at all levels in the organization
• Works to promote a trauma-informed work environment
• Actively participate in quality improvement projects

The Human Resources Assistant will take on special projects or additional duties as assigned by the Director of Human Resources and/or Vice President of Human Resources

Competency Requirements

- Ability to speak, read, write and understand English

- Strong organizational, communication, and time management skills

- Ability to handle confidential information with discretion

- Ability to work effectively with diverse groups of employees


- Ability to use logic and reason to solve problems

- Must have excellent oral and written communication skills


- Must have working knowledge of Paycom or similar HRIS


- Advanced MS Office Skills (Excel, Word, and PowerPoint) required

- Knowledge of basic Human Resources principles and procedures and information systems

- Bilingual (Spanish) preferred

Education and Experience

-A.A. degree in Human Resources, Business or related field and 2-3 years' experience working in a Human Resources department OR

-BA/BS in Human Resources, Business or related field and 1 year experience working in a Human Resources department

Certifications/Licenses

-Valid CA driver's license

Additional Requirements

-Tuberculosis clearance

-Department of Justice/Fingerprint clearance

-Satisfactory completion of health screening

-Proof of legal eligibility to work in the United States


Physical Demands

While performing the duties of a Human Resources Assistant, the employee is frequently required to sit and use their fingers to manipulate a keyboard or writing instrument. The employee is occasionally required to walk, stand, bend and lift objects up to 20 pounds.


Travel Requirements

The Human Resources Assistant may be required to travel to various agency sites to assist with onboarding and benefits administration; and attend recruiting events in support of talent acquisition.

Work Environment

The work environment is indoors. The noise level varies from quiet to moderate.


This Job Description has been developed to identify some of the duties and responsibilities of this position. It is not intended to limit or encompass all duties and responsibilities of the position.