The Human Resources Assistant performs a wide variety of general functions in the Human Resources Department. The Human Resources Assistant reports to the Director of Human Resources or HR Coordinator as assigned.
HR Assistant specific duties included on this job description will be carved out per HR Assistant
Posts job openings internally and externally for assigned open jobs
Screens resumes to verify that applicants meet minimum qualifications for assigned open jobs
Communicates with hiring manager/supervisors regarding recruitment and selection process.
Arranges interview appointments with Supervisors/Managers or panel
Screens applicants by phone
Schedules pre-employment physicals and obtains pre-employment physical results
Processes background checks and reference verifications for assigned open jobs
Completes new hire documents and meets with new hires to process new hire documents.
Enters new hire data into HRIS, and files new hire documents in the appropriate new hire files for jobs filled that were assigned
Schedules work comp new injury appointments as needed for staff back-up purposes only if needed.
Prepares turnover/termination, new hire, open positions, performance evaluation, provider open position, and other reports on a monthly basis and as needed and assigned.
If assigned communicates with school representatives, students, volunteers, and job shadows to discuss potential non-licensed externships and/or other assignments.
If assigned processes onboarding items to bring on board non-licensed students, volunteers, and job shadows.
Reviews employee hours and processes pay adjustments for non-exempt employees if assigned
Assembles personnel action forms for various reasons that include but are limited to; new hires, status changes, promotions, transfers, merit increases, top of the range bonuses, and leaves of absences as assigned.
Completes employment verifications if assigned.
Scan and email to ASI vision benefit provider employee receipts for reimbursements if assigned.
Process PTO incentive if assigned.
Participates in new employee orientation by conducting general HR presentations as needed.
Assembles job evaluations for new positions and updates existing job evaluations as needed
Assembles new hire orientation sheets for new positions and as needed updates new hire orientation sheets as needed and assigned
Orders and maintains inventory of employee incentive and rewards items and entertainment and park discounts coupons as needed
Communicates with employees on a pregnancy or baby/child bonding leave of absence to verify the status of their baby delivery to send a card and/or other CMC items.
Orders a variety of different supplies as needed
Summarizes Exit Interview Questionnaire information on a spreadsheet when resignations/terminations are processed as needed
Assists with company events as needed
Assists with special projects as needed
Maintains confidentiality of sensitive personnel information
May cover reception desk responsibilities
Managing HR email, fax and mail distribution
Performs other duties as assigned
High school diploma or GED with 2 years of experience, AA degree with 1 year of experience, or Human Resources bachelor’s degree. Experience should be reflective of progressive responsibilities in a Human Resources generalist and/or Administrative/Office Assistant position.
Ability to word process at 50 wpm. Applicant to provide certificate.
Proficient with Word, Excel, and Power Point.
Ability to travel to various worksites in San Joaquin, Yolo, and Solano Counties as needed.
Valid California driver's license, proof of auto insurance, and personal transportation.
Knowledge of office management practices and techniques
Knowledge of labor laws
Knowledge of personnel policies and procedures specific to job assignments
Knowledge of grammar, spelling and punctuation to type from draft copy in English
Knowledge of basic mathematics to make calculations, balance and reconcile figures, and make changes accurately
Ability to review and edit reports and correspondence for accuracy and completeness
Skill in computer applications and 10-key
Ability to read, understand, and follow oral and written instructions
Ability to sort and file materials correctly by alphabetic or numeric systems
Ability to establish and maintain effective working relationships with employees and the public
Listens skillfully and displays a willingness and ability to acknowledge the needs, expectations and values of others through the use of reflective listening and empathy conveyance. Responds to needs in ways that are helpful and beyond expectation.
Communicate effectively by using welcoming words, proper tone of voice, appropriate body language, eye contact and smiling with every interaction.
Ability to provide excellent customer service that is reflective of a culture that values trust and respect.
TYPICAL PHYSICAL DEMANDS:
Must be able to lift up to 40 pounds
Must be able to hear staff on the phone and those who are served in person, and speak clearly in order to communicate information to staff
Must have vision with or without lenses that is adequate to read memos, a computer screen, personnel forms and other documents
Must have high manual dexterity for key boarding
Must be able to reach above the shoulder level to work, must be able to bend, squat and sit, stand, stoop, crouch, reach, kneel, twist/turn, fingering and feeling
TYPICAL WORKING CONDITIONS Work is performed in an office environment within a clinic setting. Involves frequent contact with staff and the public. Work may be stressful at times. Contact may involve dealing with angry or upset people.