Human Resources Assistant

Job Description

Job Description

Planet 13 (formerly VidaCann) is proud to be one of the largest, most advanced and sustainable providers of medical cannabis in Florida. Our mission is to help our Florida friends and neighbors live their healthiest lives with our all-natural, sun-grown cannabis products.

We are currently looking for a Human Resources Assistant to join our team in Jacksonville, FL ! The Human Resources Assistant is responsible for maintaining accurate employee records while ensuring compliance with legal requirements. This role also handles various administrative tasks, including processing new hire paperwork, managing terms of employment, assisting with workers' compensation claims, maintaining OSHA records, addressing employee inquiries, and maintaining HR systems. Additionally, the HR Assistant provides essential support to the HR Department as needed.

HR Assistant Responsibilities :

• Maintain all personnel records in accordance with EEO, privacy, and related requirements.
• Prepare new employee files.
• Answer and screen company phone calls, respond to applicant / employee inquiries, or direct them to the appropriate department while ensuring excellent customer service.
• Manage and administer the organization’s workers' compensation program, ensuring compliance with federal, state, and local regulations.
• Maintain accurate and detailed records of all workers' compensation claims, including medical reports, correspondence, and other relevant documentation.
• Ensure I-9 forms are completed accurately, providing guidance to hiring teams on necessary corrections.
• Track Employment Authorizations and other documents to ensure compliance regarding reverifications.
• File and maintain records for new hires, rehires, I-9s, separations, counseling notices, and all signed documents.
• Maintain HR Systems including Bitrix, Power DMS, Wurk and others.
• Oversee the onboarding process . Ensure all paperwork is completed accurately and without errors while maintaining compliance. Provide updates to hiring teams and new hires on status, offering additional guidance as needed.
• Address employee inquiries regarding general concerns or questions about health insurance, raises, start dates, and other items as needed.
• Conduct and assist in periodic audits within Bitrix, document accuracy and others.
• Maintain OSHA incident records and filing. Track and update OSHA logs, organize reports, and ensure compliance with reporting requirements.
• Assist with processing separations and unemployment documentation.
• Assist in drafting and preparing HR-related correspondence as requested.
• Support FMLA and ADA processes, including tracking and maintaining documentation, assisting with employee inquiries, coordinating leave, and supporting the interactive process.
• Assist Accounting with various tasks, such as pulling reports, verifying charges, and other support as needed.
• Oversee employee programs such as monthly birthday cards and the Employee of the Quarter program.
• Stays current on the company’s organization structure, personnel policy, and federal and state laws regarding employment practices.
• Comply with all HR policies including confidentiality and non-disclosure.
• Assist with the implementation of company policies, standard operating procedures, and performance standards.
• Maintain a clean and organized work environment.
• Daily compliance with company policies including but not limited to; state / local regulation compliance, security protocols, access protocols, dress code, and work schedules.

HR Assistant Qualifications :

HR Assistant Benefits :

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.  The employee is frequently required to stand, walk, sit, reach with hands and arms and stoop, kneel, crouch, or crawl.  The employee is occasionally required to climb or balance and taste or smell. The employee must occasionally lift and / or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment :

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job position may involve exposure to cannabis, cannabis odors, and cannabis smoke, which is a Schedule I controlled substance under federal law.

Planet 13 would like to make its customers aware that certain individuals might try and approach them, call them, email them, text them, or reach out to them via social media, presenting themselves as our employees and / or affiliates to try and gain access to your personal information. This is a phishing scam. Planet 13 will never call a potential employee or customer for any form of payment in return for training material, ask for anyone’s direct deposit information, and their banking login and password. Planet 13’s Board Members, and Executives do not work as recruiters and do not communicate with potential employees directly via any form of communication nor do they engage in the offering of positions to potential employees. These claims and offers are fraudulent and we advise everyone to use discretion when handling these situations. If you feel as though you have been a target of this type of scam, please reach out to your local law enforcement. Thank you.

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