|Title:||Human Resources Assistant/Coordinator|
Responsible for performing HR-related administrative duties working closely with HR staff in supporting the business. This position includes administrative responsibilities in talent/recruitment, onboarding, HRIS, and benefits administration. Also includes other administrative tasks around state licensing, compliance, and assisting in the planning and execution of employee events & activities.
Duties & Responsibilities:
|Assists with researching and preparing job descriptions.|
|Assists with posting jobs to applicant tracking system, job boards, career websites.|
|Schedules interviews for HR and hiring managers.|
|Communicates with applicants/candidates on interviews, pre-employment assessments, references, drug screenings, background check forms.|
|Assists HR Generalist with the preparation of offer letters.|
|Enters, tracks and reports background checks and drug screenings.|
|Assists Executive Assistant with travel arrangements for candidates/new employees as needed.|
|Updates Orientation materials and prepare new hire packets.|
|Notifies IT and other departments for Onboarding of new hires for equipment, accounts and training preparation.|
|Maintains HRIS relative to entering new hires, terminations, changes, payroll information, benefits enrollment/updates and compiles reports. Communicates ADP self-service access instructions to new hires. Assists with updates to the Employee Portal.|
|Assists with entering I-9 information on the e-verify system to confirm employment eligibility of employees.|
|Distributes Employee Handbook and Code of Ethics and Business Conduct to new employees upon hire.|
|Assists HR Generalist with administering online training for employees. Assign modules, receive certifications & insure training compliance. Reports non-compliance to CAO and manager.|
|Performs benefit administration to include assisting employees with enrollments, tracking of timely enrollments, data entry, tracking of member ID cards, monthly invoice reconciliation, etc. Organizes data delivery project of annual enrollment elections to benefit vendors, either through data entry on websites or through electronic files. Assists with basic benefit questions as needed.|
|Pulls weekly 401(k) reports for deferral changes and enters into payroll.|
|Notifies COBRA administrator of new hires and terminations.|
|Confirms receipt of annual Employee Handbook acknowledgements, Code of Ethics and Business Conduct acknowledgements, and other employee attestations.|
|Maintains all HR files. Assist with transition to and maintenance of electronic HR files, as needed.|
|Assists the HR Generalist with sending bi-weekly participant files to FSA & 401K vendors and advises Finance of funding requirements.|
|Assists CAO with licensure packages. Organizes the collection of information and assists with follow up with other executives. Tracks expiration dates and prompts CAO of renewal process.|
|Assists with planning and executing of employee events, activities, lunches, etc. Assists with activities around the wellness program.|
|Assists with planning of volunteer and charitable giving activities.|
|Prepares and circulates employee birthday cards, sympathy cards and orders flowers/gifts as needed for employee situations.|
|Assists with updating HR, Compliance & Privacy policies. Tracks review schedule.|
|Assists with updating slides for monitor on a weekly basis.|
|Assists accounting with payroll duties as needed.|
|Assists Executive Assistant as needed and particularly when on vacation. Assists with office phones and front office as needed.|
|Schedules meetings for CAO, HR Generalists and other executives as needed.|
|Safeguards confidential employee information & is discreet in handling sensitive employee matters.|
|Recommends new approaches, policies and procedures to effect continual improvements in efficiency of the department and services performed.|
|Organizes & manages activities to show consideration of the department as a whole.|
|Demonstrates high level customer service skills.|
|Accepts additional assignments willingly|
|Assists CAO and HR Generalists with other activities as needed.|
|Completes all compliance related training and demonstrates compliance on the job.|
|Adheres to dress code, appearance is neat and clean.|
|Completes annual education requirements.|
|Maintains patient confidentiality at all times.|
|Reports to work on time and as scheduled, completes work within designated time.|
|Follows all company policies related to time records.|
|Completes in-services in a timely fashion.|
|Attends annual review and department in-services, as scheduled.|
|Attends at staff meetings as scheduled and reads all staff meeting minutes and other written documents as requested.|
|Represents the organization in a positive and professional manner.|
|Actively participates in performance improvement and continuous quality improvement (CQI) activities.|
|Complies with all organizational policies regarding ethical business practices.|
|Communicates and demonstrates the mission, ethics and goals of the facility, as well as the focus statement of the department.|
2 - 4 years of HR administrative experience specifically with HRIS and benefits administration.
Will also consider a BS with 1 year of administrative experience in HR.
HS education required. Associates degree preferred.
Must speak English. Spanish is preferred.
Must be extremely organized and comfortable utilizing an HRIS system, preferably ADP’s Workforce Now.
Must be proficient in Word and PowerPoint; must be mid-level user of Excel.
Must be able to actively listen and follow instructions.
The ability to communicate with people at all levels of the organization.
Must be resourceful and thorough in work tasks.
Must be able to multi-task many competing priorities.
Must be able to self-manage and take direction from others.
Strong written and verbal communication skills with the ability to tailor based on organizational level.
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