Human Resources Generalist (Temporary)

Job Summary: Under the direction of the Director of Human Resources and Senior Manager of Human Resources, this position is responsible for performing administrative and confidential duties for the Human Resources Department. This position performs all administrative and clerical functions related to Human Resources including, but not limited to: preparing reports, providing customer service, filing, greeting visitors and coordinating administrative support projects. This position provides first-line support for general human resources policies, procedures, and administrative matters answering basic questions, providing information, and performing routine to moderate level problem resolution. Creates and maintains human resources documentation and records.

Essential Functions (Not All Inclusive):

Duties and Responsibilities:

• Provide administrative support to the HR Department in the following areas
  • Office Reception & Resource Management:
    • Welcome guests by greeting them, in person or over the telephone, answer questions and/or direct to the appropriate source in regards to their inquiry.
    • Receive and direct calls and contacts to the proper departments, centers and staff person in a courteous, helpful manner. Receive, evaluate and respond timely and appropriately to requests or inquiries.
    • Order and maintain commonly used supplies, forms, etc. Keep forms updated and ensure an adequate inventory of materials.
    • Manage scheduling requests including booking conference rooms and coordinating logistics such as equipment needs, refreshments and the preparation and provision of sign in sheets, agendas and handouts.
    • Respond to HR emails and field to appropriate parties when necessary.
    • Supports the HR team with filing during high volume times.
    • Make travel, training and conference reservations as needed.
    • Communicate and interact effectively with multiple levels of the organization, including staff, agency management.
    • Develop, implement and maintain the Human Resource Department communication materials.
    • Update and distribute departmental communications including documents and messages; via mail, email, fax, phone, etc.
    • Assist in meeting preparation.
    • Manage incoming and outgoing mail for the department(s).
  • Document and Report Production:
    • Manage administrative correspondence, forms, PowerPoints and reports. Coordinate the assembly and publication of reporting as requested by HR Management.
    • Assist with research, development, and drafting of documents and reports.
    • Process and code invoices and submit to finance for payment.
• Coordinate and administer the agency’s human resources daily operations.
  • Provide general support, coaching, and instruction to employees in all HR functional areas.
    • Consult with the HR Team when additional information is needed to answer employee questions and refer employees to other HR team members when needed.
    • Assists the HR Director and Senior Manager with employee complaints and investigations.
    • Provide backup and support to the HR team including but not limited to recruitment and onboarding, employee relations, benefits administration, payroll.
  • Record Management & Reporting
    • Maintain accurate and up to date human resources and other agency-wide policies and procedures including coordinating the annual review of policies and procedures, monitoring laws and regulations and suggesting updates as needed, research as needed and draft or update policies and procedures as asked, and keeping policies and procedures organized and accessible to staff.
    • Process Employee-related record requests from employees, agency management, and legal/outside sources as applicable.
    • Process Employment verifications.
    • Respond to Unemployment Insurance requests.
    • Prepare exit interview reports, and work with the HR team to prepare regular and ad hoc reports as necessary.
  • Employee transitions
    • Coordinate the onboarding ad offboarding process including preparing termination and offboarding letters, engaging employees in exit interviews.
  • Training and Compliance
    • Coordinate & schedule training, keep records, sign in sheets, scheduling. Train staff on policies and procedures as requested. Assist with researching and developing presentations and curriculum as needed.
    • Monitor DHS compliance/background check renewals.
    • Monitor Department of Transportation requirements for staff in applicable positions including facilitation of random drug testing, DOT re-certifications, and required physicals.
  • Communication
    • Maintain HR intranet page. Post any HR communications, training material and important guidelines, including emergency preparedness tools.
    • Other communication within and outside the organization as needed.
• Participate in department projects, teams, assigned areas of expertise and back-up of other department staff:
  • Actively participate and contribute to the department team and projects.
  • Provide frequent support including, but not limited to:
    • Accessing the Human Resource Information System (HRIS).
    • Recruitment process support.
    • Onboard new employees.
    • Accessing and updating personnel files.
  • Participate in staff meetings, project meetings, workshops and training sessions as necessary.
• Ensures confidentiality of employee and agency data and follows HIPAA Privacy Regulations.
• Provides other HR related support and duties as assigned.

Qualifications:

Education & Experience: Associate's Degree in a business-related field and 4 years of experience in an administrative support role or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job. Minimum of 1 year of Human Resources related experience. Preference for recruitment and onboarding experience.

Abilities and Skills:

• To ensure compliance with program requirements, and safety of staff and clients, the ability to communicate effectively in English, both verbally and in writing is required.
• Must be proficient with Microsoft Office Suite, type 40 wpm and able to data entry by 10-Key.
• Ability to communicate effectively with all levels of employees, constituents and varied socio-economic and multi-ethnic groups and/or individuals.
• Highly focused and able to work independently while managing multiple tasks and projects with competing priorities and deadlines.
• Ability to screen and prioritize communications from external and internal sources, and organize and maintain administrative processes.
• Strong computer skills including high proficiency in Microsoft Office Suite and Google docs, and proficient at executing mail merges and spreadsheets.
• Experienced with standard office equipment (FAX, scanner, copiers, printers, phones, computer and calculator) and comfortable with learning and adopting new technology as available and appropriate.
• Excellent verbal, written and interpersonal skills, positive presence on the phone.
• Demonstrated ability to handle confidential information in a professional and discreet manner.
• Ability to coordinate and execute projects.

Environmental Requirements: This job is usually in an office environment, but the mission of the organization may sometimes include non-standard workplaces. The position works a standard work week, but additionally will infrequently work evenings, weekends, and additional hours to accommodate activities such as Board meetings. This position requires personal access to a vehicle to be used for business related matters, and to have a current operator’s license and appropriate auto insurance as required by the state of Minnesota. Must be able to travel for training, meetings, and conferences.

Physical Requirements: Normal office physical exertion required. Requires sitting, standing, walking, bending and reaching with manual dexterity sufficient to operate standard office machines such as computers; fax machines, calculators, copy machines, telephone and other office equipment.

Mental Requirements: Must be able to relate to and communicate with people of varying multi-ethnic and socio-economic backgrounds. This position requires the ability to handle and prioritize multiple complex tasks and deadlines. Must be able to function effectively both independently and as a team member. Must use reading and writing skills frequently, problem-solving and reasoning skills constantly. Capable of using good judgment. Capable of speaking in front of large groups, small groups, and individuals.

Benefits:

Department: Human Resources

Anticipated Hiring Range: $50,411.88 - $63,398.05

Full Salary Range: $50,411.88 - $79,407.22 Annually

The starting rate is determined by a combination of education, experience and qualifications.

Schedule: 40 hours/week, M-F, Expected Duration: 6 months, Exempt, Non-Union

Remote Work Eligibility: 1 day per week

Posting Dates: 4/10/2025 - 04/20/2025

Benefits: Community Action offers excellent benefits including generous 23 days paid time off (PTO) per year, 14 paid holidays, 1 flex holiday, health, dental, vision & life insurance, health savings accounts (HSA), flexible saving accounts (FSA), retirement, employee discount programs, tuition assistance programs and so much more! This temporary position is benefit eligible.

Background Checks: Community Action conducts criminal background checks at the time of hire. Some positions require additional fingerprint and photo verification. Not all backgrounds are a barrier to employment.

Community Action is an Equal Opportunity Employer and will not discriminate against or harass any employee or applicant for employment because of race, color, creed, religion, national origin, sex, sexual orientation, disability, age, marital status, familial status, membership or activity in a local human rights commission, or status with regard to public assistance.