Employee Relations Assistant

JOB DESCRIPTION

Employee Relations Assistant

Department:      Human Resources Job Status: Full Time

FLSA Status:     Non-Exempt Reports To: Director of Human Resources

Work Schedule: Monday-Friday 8:00am-5:00pm   Positions Supervised:     NA

POSITION SUMMARY

The Employee Relations Assistant provides support to the HR department by assisting with a variety of employee relations functions as recruitment, compliance management, and HR documentation. This role is crucial in ensuring the smooth operation of HR activities, including but not limited to obtaining quotes for benefits and services, coordinating recruitment efforts, ensuring legal compliance with employment regulations, and helping to maintain an efficient and positive work environment. As the Employee Relations Assistant will work closely with the HR Generalist and Director and other team members to provide essential administrative support. 

DUTIES AND RESPONSIBILITIES:

• Assist in the recruitment process by posting job openings, reviewing resumes, and coordinating candidate interviews using platforms such as ADP Recruitment Dashboard, Handshake, and Indeed.
• Communicate with hiring managers to ensure job requirements are accurately captured.
• Help schedule interviews and assist with the selection process.
• Ensure accurate and timely entry of employee information into the HRIS system.
• Help maintain accurate job descriptions and other HR-related documents.
• Act as a point of contact for employees, addressing inquiries related to policies, benefits, and HR procedures.
• Support the administration of employee engagement initiatives and maintain employee records.
• Assist in maintaining compliance with federal, state, and local employment laws and regulations, including but not limited to FMLA, ADA, and wage laws.
• Help prepare and track the required documentation to ensure all employees are compliant with mandatory training, certifications, and documentation.
• Assist with audits and compliance reporting as needed.
• Obtain quotes and service agreements for various HR-related programs, including training, and employee wellness initiatives.
• Assists the HR Generalist by assessing training and development needs through surveys, interviews, and communication with instructors.
• Assists the HR Generalist by maintaining records of training and development activities, attendance, results of tests and assessments, and retraining requirements.
• Assesses training materials prepared by instructors.
• Assist with managing relationships with external vendors and service providers. 
• Work with the HR team to track and manage open enrollment activities.
• Assist with the processing of new hire paperwork, status changes, and termination documentation.
• Assist the HR team in preparing and distributing communications related to HR programs and policies.
• Serves as back up to the receptionist by ensuring coverage of switchboard in the receptionist’s absence.
• Preparing and implementing reports of expenses for the HR Department
• Provides necessary reports and check requests for billing charges.
• Prepares and maintains employee training files. 
• Serve as a backup for HR Generalist and HR Assistant when needed. 
• Performs additional duties as needed.

KNOWLEDGE, SKILLS, & ABILITIES:

• Excellent verbal and written communication skills.
• Strong presentation skills.
• Ability to evaluate and research training options and alternatives.
• Ability to coordinate activities of training and development.  
• Strong verbal and written communication skills.
• Ability to interact effectively with all levels of the organization.
• Detail-oriented with a high degree of accuracy in data management and recordkeeping.
• Strong organizational skills
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Understanding of HR policies, employee relations, and employment laws.
• Proficiency in MS Office products, particularly Word and Outlook.
• Ability to work effectively in a team environment while also being self-motivated.
• Strong time management skills and the ability to meet deadlines.
• Reliable, responsible, and dependable in fulfilling job obligations.

EQUIPMENT OPERATION:

Computer, calculator, fax machine, telephone, copier.

MINIMUM JOB REQUIREMENTS:

• Associate or bachelor’s degree in human resources, Business Administration, or a related field preferred.
• At least 1 year of experience in human resources or administrative support in a related field. Previous experience in employee relations or recruitment is a plus. 
• Bi-lingual English & Spanish required.
• Previous Experience with ADP Workforce Now overall platform and training & development feature is plus.
• Previous Experience with Paylocity, ADP Workforce Now is a plus.

PHYSICAL DEMANDS:

   Other Physical Requirements

• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and extensive reading.
• Sense of Sound (Sounds)
• Sense of Touch

WORKING CONDITIONS AND PHYSICAL EFFORT: 

While performing the duties of this job, the employee regularly works in an office setting.

• Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel, or operate objects, tools or controls, and reach with hands and arms. The employee is frequently required to stand, talk and hear. 

Supervisor: ___________________________________     Date:   ______________________

                                    Director of Human Resources

Approval Signature: ______________________________ Date: _______________________

                                    Executive VP & CEO

The company has reviewed this job description to ensure that essential functions and basic duties have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

I acknowledge receipt of the job description.  It has been reviewed with me by my supervisor I understand should I have any questions regarding my duties I will consult with my supervisor and/or the Human Resources Department.

Employee:  _________________________________ Date: __________________________________

                                        (Name)

Employee:  _________________________________

                                       (Signature)