Position

Human Resources Assistant

FLSAClassification

Non Exempt Fulltime

Salary Range

$20$22 hourly

Reports to

Human Resources Manager

Location

Administration Building

337 Alexander Avenue Bronx NY 10454

Program/Department

Human Resources

Date

November 2022

Summary

East Side House(ESH) founded in 1891 is a 501(c) 3 organization that has served the South Bronx since 1963. The organization is dedicated to the community and focused on providing resources and opportunities. East Side House has identified that education is the foundation for economic improvement and through its youth education and technology programs it teaches skills to allow its students and clients to become more selfsufficient and independent. As a community resource the organization also provides services to families and a growing senior population. In 2020 the organization began food distribution as an additional way to provide economic support to the community we serve.

Job Summary:

The Human Resource Assistant will perform administrative tasks and services to support effective and efficient operations of the organizations human resource department.

Supervisory Responsibilities:

• None

Duties/Responsibilities:

Primary Functions

Duties and Responsibilities include but are not limited to the following:

Reception

• Open/Close reception area in a timely fashion
• Retrieve messages from the general voice mailbox throughout the day and forward them to the intended recipient(s)
• Answer multiline telephone and forward calls to the appropriate parties; taking accurate messages and distributing them as needed
• Screen calls appropriately sending calls for the executive team to the Executive Assistant
• Provide information to callers inquiring about the programs that East Side House offers. Refer/transfer callers to programs as appropriate
• Sort and distribute all mail to the Executive Assistant.
• Maintain appearance and cleanliness of the reception area i.e. desk mail/literature cabinet mailboxes etc.
• Decorate and maintain the Admin Office entry Bulletin Board with updated organization information including job postings news from the programs etc.
• Log and maintain daily attendance and out of office whereabouts of Administrative Building staff members.
• Arrange and coordinate pickups by FedEx UPS and USPS etc. Acquire reference information as to account allocation.
• Log incoming packages and overnight and express deliveries upon arrival. Notify recipients of packages and overnight deliveries in a timely fashion.

HR Functions

• Answers frequently asked questions from applicants and employees relative to standard policies benefits hiring processes etc.; refers more complex questions to appropriate seniorlevel HR staff or management.
• Manages the receipt of all required documents for potential Interns/Youth Leaders such as educational documents references resumes official transcript but not limited to.
• Prepares and maintains onboarding checklist (s) and documents using Paycom.
• Collect I9 documentation process and file I9.
• Perform Data entry into the HRIS System for new hires including processing Interns and Youth Leaders.
• Sending Interns/Youth Leaders emails regarding the onboarding and clearance processes to be followed.
• Maintains accurate and uptodate human resource files records and documentation.
• Maintains the integrity and confidentiality of human resource files and records.
• Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
• Provides clerical support to the HR department.
• Department Invoicing Management: Receives and reviews invoices/bills confers with appropriate staff for approval timely submits into Workflow for processing and payment
• HR Service Center Management:
  • Manages HRs email calendar and phone line; receives and responds to employees inquiries/concerns via phone email. Etc.; escalate to appropriate HR staff for guidance and resolution; followup accordingly
• Assists with planning and of special events such as benefits enrollment organizationwide meetings
• Performs other duties as assigned.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities required of the employee for this job. Duties responsibilities and activities may change at any time with or without notice.

Expected Work Schedule

This position is a fulltime position expected to work thirtyfive 35 hours a week. Generally the work schedule for this position is 9:00am5:00pm Monday Friday. Workday/hours subject to change.

Remote Work

ESH has determined that up to zero 0 of this position can be remote due to COVID19. Subject to change as public health conditions evolve.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Required Clearances

• COVID Vaccine As a recipient of Federal State and local funds all staff are expected to be fully vaccinated or able to obtain vaccination before their start date.

Required Education/Skills/Experience

• Minimum High School Diploma/GED

• Experience with HR databases and Applicant Tracking systems as well as online sourcing and research tools
• Experience in an education/nonprofit setting strongly preferred; experience in a union environment a plus
• Ability to maintain sensitive and confidential information.
• Great understanding of HR practices and procedures related to recruiting
• Strong understanding of full life cycle recruiting for HR business.
• Ability to manage and handle multiple tasks.

Competencies

• Communication Proficiency
• Project/Time Management
• Relationship Building/Customer Service/Client Focus
• Attention to Detail
• Organization skills

AAP/EEO Statement

ESH encourages people with disabilities minorities veterans and women to apply. Applicants and employees will not be discriminated against on the basis of any legally protected category including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.