Human Resources Assistant

Position Title: Human Resources Assistant

Department: Human Resources, Training and Volunteer Development

Grade Range/Job Status: Full Time/Non- Exempt-Hourly

Reporting Relationship: Chief Human Resources Officer

Supervisory Responsibilities: NA

Typical Schedule: Primarily M-F Days. Must occasionally be willing and able to work flexible hours/days, including evenings and weekends, reflective of the dynamic schedule of the organization. Must be willing and able to travel between East and West offices.

Position Summary

The Human Resources Assistant plans, supports, and coordinates a wide range of human resources initiatives requiring a high level of confidentiality. This role’s primary responsibilities include general administrative support for the human resources and training team through a variety of activities including serving as a primary conduit for employee-related human resources requests. Specifically provides administrative support for talent recruitment and acquisition, employee onboarding, payroll/benefits, performance management and appraisal processes. This position reports directly to the Chief Human Resources Officer. All employees are expected to center, model and champion Hammer’s core values: Person-Centered, Relational, Opportunistic and Stewardship.

Primary Duties and Responsibilities

1. Administrative Support

• Serves as the first point of contact (through voicemail and email) to triage employee human resource-related questions. Either responds to and/or refers to the appropriate human resources team member.
• Manages HRIS database, personnel filing and archiving systems. Ensures electronic file data integrity; scans and stores documentation as needed according to record retention policies and practices.
• Completes employment authorization and personnel file requests in a timely manner.
• Oversee, maintain, and update human resources related materials on SharePoint.
• Runs reports, analyzes, and compiles human resources data into reports and presentations as requested.
• Assists with developing and distributing department communications to staff.
• Supports DEI work through the distribution of email communications, cohort administration and meeting room set ups.

• Assist in organizing employee engagement initiatives, such as events, celebrations, and recognition programs.
• Assist in performance management activities, including tracking performance appraisals and providing necessary documentation.
• Prepare reports, correspondence, notices, memoranda, charts, forms, agendas, and other documents in support of the department.
• Assist Volunteer Services as needed including the ordering of supplies for “Cooks in the Kitchen”.
• Co-partner with the Training and Education Assistant to publish the Employee Horizons Monthly Update.

2. Talent Recruitment and Acquisition

• Craft, proofread and edit job descriptions in preparation for posting.
• Create and maintain external job postings and advertisements.
• Track applications in Hammer’s HRIS recruitment portal.
• Communicates and schedules virtual and in-person interviews with candidates. Send candidates questions in advance of the interview.
• Complete processing of background checks, write offer letters; communicate important onboarding information to new hires.
• Send letters of regret to candidates who are not chosen for interviews or to continue interview process.

3. Onboarding/Offboarding

• Create, implement, and maintain new employee onboarding and orientation processes.
• Track new hires’ upcoming start dates and provide hiring managers with a checklist of tasks to complete before the first day.
• Process new hires through Hammer’s HRIS and trainings systems.
• Send and process onboarding surveys, as well as stay and exit interview information.
• Assist training department as needed with new employee orientation and other interdepartmental activities.

Essential Knowledge and Qualifications

• Administrative assistant experience required working for a mid-sized organization. Formal, informal, and cross-disciplinary experiences will be considered. Prior human resources administrative support experience preferred.
• Demonstrated use of media platforms (internet, job sites, social media etc.) to support the recruitment and sourcing of candidates.

• Knowledge of and ability to use HRIS systems: including reporting, applicant tracking, and personnel file data storage systems.
• Willingness to manage multiple priorities to ensure work is completed in a timely and productive manner.
• Demonstrated experience communicating effectively and persuasively both verbally and in writing on an interpersonal and group level.
• Working knowledge of local, state, and federal employment laws and regulations preferred.
• Experience exercising professional discretion and maintaining confidentiality regarding all human resources related matters.

• Must demonstrate the ability to work diplomatically with a wide variety of people, possess public speaking ability, strong organizational skills, and complete tasks with a high attention to detail.
• Proficiency with Microsoft Office Products (Outlook, Word, Excel, PowerPoint) and Google applications.

• Physical demands include frequent use of a telephone, frequent use of repetitive motion activities including typing on a computer keyboard and the ability to work for several hours at a time at a desk and computer. Must be able to bend, stand, stoop and walk and lift up to 20 pounds.
• Experience, ability, and commitment to working with individuals and teams that are mixed across lines of difference such as race, gender-identity, sexual orientation, religion, ability, age, class, and immigrant status.
• Must be willing and able to work flexible hours/days, including occasional evenings and weekends, reflective of the dynamic schedule of the organization.

This job description assigns essential functions. It does not restrict the tasks an individual in this position might be asked to perform or all qualifications that may be required currently or in the future.