Human Resources Administrative Assistant

DUTIES:

New Hire Onboarding & Personnel File Management

1. Coordinate pre and postonboarding processes including sending orientation reminders conducting the clearance process for candidates preparing new hire folders and creating badges.

2. Create and maintain new employee electronic files and physical folders.

3. Gather and organize documents for agency programs (e.g. Hutton House license binder).

4. Complete employer sections of onboarding paperwork.

5. Help managers create job requisitions in HRIS (Paycom) and support the offer letter process.

HRIS & Documentation Compliance

1. Process Verification of Employment requests.

2. Process wage garnishments in HRIS (Paycom).

3. Support data requests and document collection for audits (401k compliance etc.).

4. Manage evaluations: tracking reminders and enter in HRIS (Paycom).

Certifications Credentials & Regulatory Requirements

1. Enter track and manage all agencyrequired credentials including TB BBS credentials CPR/First Aid drivers licenses vehicle insurance and professional licenses.

2. Coordinate and track employee participation in required trainings such as Core Training and National Voter Registration Training.

3. Coordinate DOJ background checks DMV pull reports for Hutton House and new hires.

4. Assist employees with creation or update of National Provider Identification.

Employee Engagement & Recognition

1. Manage annual service awards including running reports selecting and ordering employee gifts.

2. Track and manage the Referral Incentive Program.

3. Prepare and distribute employee birthday cards.

HR Communications & Administrative Support

1. Monitor HR email inbox and route/action items appropriately.

2. Help resolve employee tickets in Zendesk or escalate them as needed.

3. Obtain leadership signatures on completed requisitions and forms.

4. Post jobs internally and externally and ensure job requisition information is complete.

5. Assist with leave of absence coordination including communication documentation and system updates as needed.

6. Assist with workers compensation coordination including communication documentation and system updates as needed.

7. Create send and track the Administrative Performance Survey for leadership evaluations.

8. Assist in the preparation and administrative support for various HR and agency meetings (benefit meetings employee orientations volunteer orientations and allstaff meetings).

9. Assist in preparing and processing requisitions to cover expenses related to new hire orientation and onboarding activities.

10. Other duties as assigned.

REQUIREMENTS:

1. Represent the agency in a professional and competent manner.

2. Advocate for the best interests of the agency and clients we serve.

3. Establish and maintain effective working relationships with the general public coworkers clients supervisors and members of diverse cultural and linguistic backgrounds regardless of race color creed religion gender sexual orientation gender identity or expression national origin age ancestry political affiliation citizenship disability medical conditions marital status amnesty and military or veteran status.

4. Will promote and support a culturally and linguistically diverse workforce and be responsive to the population within our service area.

5. Maintain confidentiality and confidential information in accordance with legal standards and/or agency regulations.

6. Participate in assigned scheduled agency meetings inservice trainings conferences and other trainings as determined by the supervisor. This includes serving as an agency representative at assigned community meetings.

7. Observance of assigned working hours and program appointments by demonstrating promptness and thorough preparation.

8. Performance of assigned duties with a positive attitude and in the spirit of teamwork collaboration and cooperation.

9. Communicate effectively both orally and in writing.

10. Perform job duties in a safe manner to ensure a safe working environment for oneself and others.

11. Participates in and/or supports agency fund development activities and events.

12. Preparation of assigned reports work records statistical data job performance evaluations work plans etc. in a timely manner.