Human Resources Administrative Assistant

Description

Purpose:

To effectively, efficiently and confidentially assist with the daily operation of the Human Resources Department by providing both administrative and clerical support. To ensure compliance with laws, policies and procedures. The HR Assistant is responsible for the oversight and processing of New Hires, maintenance of employee records, employee relations and other Human Resources functions. 

Qualifications: 

• High School Diploma/GED.
• Valid NYS Driver's License acceptable to Agency Insurance standards required.
• Minimum one (1) year of Human Resources experience preferred.
• Minimum one (1) year of Administrative experience preferred.
• Strong organizational skills with a keen ability to prioritize and multi-task.
• Ability to adhere to and meet deadlines.
• Well-developed team skills, unquestioned integrity, and the experience, confidence and presence to effectively handle interpersonal relationships and sensitive HR issues.
• Excellent communicator (oral and written) including the desire to ask questions and learn from co-workers.
• Speaks clearly in positive or negative situations, and demonstrates group presentation skills.
• Strong attention to detail: is able to read and interpret written information, edits work for spelling and grammar, and demonstrates accuracy and thoroughness while monitoring own work to ensure quality.
• Adapts to changes in the work environment, manages competing demands, and is able to deal with frequent change, delays or unexpected events.
• Proficiency in Microsoft Word and Excel.

Physical/Cognitive Requirements:

• Ability to maintain a high level of professionalism and confidentiality. Ability to remain calm in stressful or demanding situations.
• Sitting for extended periods of time.
• Use of computer, and/or writing for extended periods of time.
• Ability to perform multiple tasks.
• Bending, reaching, pushing, and pulling in the course of filing. 
• Adherence to Agency policies including attendance policy.

Responsible To: Director of Human Resources/Designee

Status: Non-Exempt

Requirements

Core Competency:

Respectful: treats everyone with courtesy and compassion recognizing individual uniqueness and needs. Displays honesty, integrity and humility. Makes difficult decisions with empathy.

Responsible: accepts accountability for their own actions and the actions of others. Puts the interests of the organization above their personal interests. Is personally invested in the success of the organization.

Builds Partnerships: values and builds a collaborative culture and spirit. Willing to learn from others. Moves others to take action. Pro-actively resolves conflict. Follows through in a timely manner. Anticipates and solves problems promptly with flexibility and creativity.

Commits to Service Excellence: focuses on the needs of the individuals. Constantly reassesses processes, procedures, principles, searching for improvement opportunity. Improves performance by introducing unique and leading-edge concepts. Encourages good ideas from staff. Defines and puts into action, Best Practices. Sets and achieves high standards of performance. Challenges the status quo.  

Essential Functions:

• Use the all systems in accordance with State and Federal laws.
• Perform customer service functions by answering employee requests and questions.
• Assist in adding New Hires into onboarding system, ensuring accuracy.
• Respond timely to employment verification requests, following agency guidelines.
• Assist the Human Resources department with required mailings, including tracking any items returned with signature.
• Assist the department with the processing of new applicants (i.e. SEL, Medicaid Exclusion, Social Media, and Reference checks)
• Type and send correspondence as necessary, accurately and timely.
• Assist in the audit of HR files when requested, accurately and timely, maintaining audit logs and reporting findings to department director. 
• Assist HR Department with other various task and duties as needed.
• Ensures filing is done accurately and timely.
• Maintain HR Calendars ensuring information is added and subtracted as needed and rooms or meeting space is reserved for all training and events.
• Set up all Direct Support Professional interviews for the Recruitment Specialist and assist with new hire checklist. 
• Ensure orientation reminder phone calls are made before each new hire class. 

Other functions:

• Front Desk coverage as requested.
• Assist with miscellaneous training functions. 
• All other related duties as assigned/requested by supervisor.