Human Resources Associate

Position Title: Human Resources Associate

Department: Human Resources

Location: Santa Monica CA

Reports to: Human Resources Manager

FLSA Status: Non-Exempt

General Position Summary

This position is responsible for performing administrative duties within the human resources function in an accurate, efficient, and timely manner. Manages the personnel record filing system, responding to all transactions that get filed in the employee’s personnel file. Manages job offer letters, conducts New Associate Orientation, onboarding 10 to 50 employees per week. Manages all internal employee departmental changes, and pay increases.Prepares corrective action documents to be sent to the employees and managers for signatures and files these records for future reference. Supports the HR team in clerical HR-related tasks as requested.

Essential Job Functions

Human Resources Administration

Personnel Administration

• Compile and update employee data such as pay rate, personnel and or personal information, time & attendance records, while verifying completeness and accurateness of the information.
• Responds to employee’s inquiries related to HR and company policies.
• Ensures the HR filing system’s integrity and accuracy.
• Sends corrective action documents to employees and managers for signature and record retention.
• Manages the employee transfer and title change processes for the department.

Filing & Record keeping

• Create employee files and file all personnel related documents including staffing, recruitment, training, grievances, performance evaluations in employee’s personnel file and or confidential folders/files.
• Maintain historical Human Resource records within the filing and retrieval system; keeping past and current records organized and in correct filing order.
• Administer and monitor workplace posters and notices, ensuring that Federal, State, and local employment posters and subscriptions are ordered and posted appropriately in each office and store.
• Support the HR team in various projects relating to HR Admin.

Employee Hiring & Onboarding and Separation Administration

• Manages the hiring process, initiating background checks, preparing documents for new hires, sending offer letters, performs I 9 verifications and any other duties related to hiring employees.
• Manages new hire documentation and processes hiring-related paperwork, ensuring that all hiring documents such as I-9 and policy and compliance documents are received and filed in accordance with local, State, and Federal requirements.
• Conducts new-hire orientation onboarding 10 to 50 employees per week.
• Prepare and process all separation documents for terminating employees.

OTHER & MISCELLANEOUS

• Seeks constant improvement, more efficient and less expensive ways and means in work processes.
• Performs special projects and other miscellaneous duties as assigned by Management.
• Maintains high ethical standards in the workplace.
• Reports all irregular issues and problems to management for solution.
• Maintains good communication with management, office staff members and outside contacts.
• Complies with all company policies and procedures.
• Responsible for maintaining a clean and safe working area.

Qualifications

Education & Work Experience

• 3-5 years of experience in a related field
• 2-year associate degree, or equivalent combination of education and experience preferred.

Certificates / Licenses

• N/A

Supervisory Responsibilities

• None

Work Environment & Physical Demands

Work Environment

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

Work Environment: Office (inside of retail store)

Noise Levels: Moderate

Tools & Equipment

• General office equipment including phones, fax, copier, personal computer, printer, scanner, etc.
• Proficient use of Microsoft office software (Excel, Work, PowerPoint, Outlook etc.).

Travel & Driving Requirements

The following travel and driving requirements are required of the incumbent into this position.

Local Travel: Minimal Domestic

Overnight Travel: Minimal

International Travel: None.

Vehicle driving requirements: Applicable (visiting retail stores or office)

Driving Safety Requirements: Observe speed limits and obey all road signs, as well as keep driving records (i.e., mileage and gas receipts); Refer to Employee Handbook.

Physical Demands

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

While performing the duties of this position, the employee is required to frequently sit and occasionally must stand, walk, use hands and fingers and reach with hands and arms. The employee must occasionally lift and/or move up to 30 pounds.

Specific vision abilities include the ability to read and analyze data in hard copy and on a computer screen, measure or identify using eyesight and adjust vision focus.

The above job description identifies the essential job functions and skills needed by the person or persons assigned to this position. These job functions and skills are not intended to be a complete and exhaustive list of all responsibilities, duties and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. The information contained herein is subject to change at the company’s discretion.