HR Assistant

Position Summary:

The Human Resources Assistant will perform administrative tasks and services to support effective and efficient operations of the organization's Human Resources department.

Responsibilities:

General HR

• Establishes, maintains, and closes digital employee personnel files in compliance with applicable organization, audit, and legal requirements.
• Verifies and files I-9 documentation according to Federal guidelines.
• Compiles documents during pre-employment, after new hire onboarding, and continuously during employment.
• Tracks required staff certifications, registrations, licenses, etc. Verifies credentials are current on an annual basis, or more often if needed/required.
• Processes monthly background checks for Behavioral Health staff and other background checks for Early Learning and other identified staff as required.
• Assists employees with general HRIS needs (ex., resetting passwords, system training).
• Sends employee coming and goings e-mail twice monthly to all staff.
• Schedules exit interviews.
• Completes leave/absence census reports twice monthly.
• Participates in audits of personnel files, benefits, or other HR programs/procedures. Reviews any corrective action or recommended process improvements with the HR Manager and Director of Human Resources or their designee.
• Reports all employee relations issues, such as employee complaints, harassment allegations and civil rights complaints, to the HR Manager and Director of Human Resources.
• Directs HR policy/process/procedure, employment law, and other high-level HR questions to the Director of Human Resources and the HR Manager.

Recruitment

• Assists and backs up the Talent Acquisition Specialists by providing support including:
  • Posts positions.
  • Reviews applications and matches education, experience, and skills with position-specific requirements.
  • Conducts phone screenings with qualified applicants.
  • Schedules job interviews and assists in the interviewing process, including management of calendars and schedules.
  • Initiates the reference checking process, reviews the feedback reports, and provides the report to the assigned Talent Acquisition Specialist.
  • Establishes and maintains digital applicant files and applicable applicant documents.
  • Creates and distributes new hire e-mails and new hire packets.
  • Coordinates the use of temporary employees.
  • Attends job fairs and/or other external recruiting/retention events and identifying creative sources and avenues to reach potential applicants and fill job openings.

Onboarding and Benefits

• Assists with new employee onboarding (e.g. training employees in the HRIS, employee badges, etc.).
• Enters new hire information into various benefit portals.
• Completes benefits exit paperwork.
• Reconciles monthly benefit invoices to HRIS system deduction reports.
• Enters benefits general ledger entries.

HR Department Support

• Processes incoming mail.
• Creates and distributes documents.
• Prepares agenda and maintains notes for each HR team meeting.
• Participates in administrative staff meetings and attends other meetings and seminars as requested/required.
• Provides administrative support for the Director of Human Resources and the HR Manager, including:
  • Drafts letters, e-mails, and other documents.
  • Tracks changes to policies, procedures, and the Employee Handbook and submits for review and approval.

Other Duties

• Recommends new approaches, efficiencies, and continual improvements to the Director of Human Resources and the HR Manager.
• Schedules events and participates in special projects as assigned.
• Serves as a member of agency committees as requested by the Director of Human Resources and/or the HR Manager.
• Performs other duties as required and assigned.

Job Requirements:

The following requirements are those that are normally required for performance of the Human Resources Assistant position. Any disabled applicant or incumbent who does not meet one or more of the requirements, but who can perform the essential function of the job (with or without reasonable accommodations) shall be deemed to meet these requirements.

Physical Requirements:

This position normally requires the physical demands of standing, walking, bending, lifting or performing other work requiring medium physical exertion, talking and hearing and adequate vision on a continuous basis to perform the jobs essential requirements.

Non-Physical Requirements:

Education

• High School Diploma/GED required, Associate's Degree in Human Resources or related field preferred.

Experience

• Two years' experience in Human Resources or related field required.
• Experience working in a non-profit organization highly preferred.
• Two years' Customer Service experience required.

Special Skills

• Excellent clear and concise verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations and documents with tact, professionalism, and diplomacy.
• Excellent organizational skills and high attention to detail.
• Proficient with Microsoft Office Suite or related software.
• Proficient with or the ability to quickly learn human resource information system (HRIS), payroll management, and/or similar computer applications.
• Mission-focused with sensitivity to organizational needs.
• Strong time management skills.
• Ability to work at a fast pace while maintaining accuracy.
• Perceptive and capable of relating to individuals at all levels within the organization.
• Ability to organize and prioritize regular and fluctuating workload.
• Knowledge of employment law and other government compliance regulations preferred.

Licenses, Registration, Certification

• Valid Washington State driver's license and required minimum liability insurance for WA State

Employment is conditional upon:

• Being cleared by criminal background check and fingerprinting when required