Human Resources Administrative Assistant

Summary:

The Human Resources Administrative Assistant (“HRAA”) assists with the administration of the day-to-day operations of the functions and duties of the Human Resources Department. The HRAA contributes to the accomplishment of Human Resources practices and objectives that will provide an employee-oriented, high performance culture that emphasizes empowerment, quality, productivity and standards, goal attainment, and the recruitment and ongoing development of a superior workforce. The HRAA carries out responsibilities in some or all of the following functional areas: departmental development, employee relations, training and development, benefits, compensation, organization development, executive administration, and employment.

Essential Functions:

• Performs tasks at the direction of the Human Resources Manager.
• Coordinates the recruiting, application, onboarding and termination process using ADP.
• Provides support for the hiring process, including working with department managers, coordination of applicant pre-hire testing and interview scheduling.
• Acts as the ADP Practitioner updating all pay increases, bonuses, rental allowances, home page updates, Workmen’s Compensation codes, and troubleshoots all ADP issues (i.e., PTO accruals, time & attendance, security permissions and time clock issues).
• Routes all Change in Status forms for wage increases, title changes and bonus information to Department Managers and Employees for signatures via Docusign.
• Responsible for Annual Reporting; ACA, EEO-1, and California Pay Data reporting as well as monthly EDD New Hire Reporting are completed and submitted on a timely basis.
• Assists employees with 401(k) enrollments and questions.
• Assists employees with benefit enrollments and questions.
• Ensures new employees complete benefit enrollment after completion of 30 days from date of hire.
• Composes department procedures as needed (i.e., ACA Reporting, ADP, Benefit enrollments, etc.).
• Coordinates employee safety, welfare, wellness, benefits, and health programs.
• Receives and processes personnel action forms in ADP.
• Acts as liaison with payroll and accounting.
• Assists the Human Resources Manager and other departments with staffing.
• Assists the Human Resources Manager with various research projects and/or special projects.
• Coordinates Open Enrollment and employee enrollments for new hires.
• Maintains information for appropriate departments and personnel files.
• Ensures confidentiality of designated materials. Models appropriate and cooperative behavior and uses tact in dealing with sensitive materials.
• Answers incoming phone calls and provides a wide variety of personnel information to staff; directs inquiries as appropriate; answers procedural questions; directs inquiries as appropriate; interacts in person or on the phone with employees who may be distraught or angry.
• Organizes and maintains a variety of files, including legal matters; tracks deadlines; ensures confidentiality of designated materials.
• Maintains job descriptions; works with the Human Resources Manager to coordinate process; makes changes as appropriate.
• Maintains current knowledge of personnel rules, regulations, laws, and procedures by attending conferences, workshops, and reading current publications.
• Regular attendance.
• Travel and work overtime as required.

Other Functions:

• Serves as member of the Human Resources team; may serve on various committees. Models appropriate and cooperative behavior, including protecting confidential information consistent with Company and ethical guidelines.
• May be required to purchase miscellaneous items (gift cards, decorations, etc.) for Company meetings and events.
• Performs related duties consistent with the scope and intent of the position.
• Fills in for Receptionist when needed (i.e. answering multi-line phone calls, opens and sorts incoming mail and puts postage on outgoing mail).

Mental and Physical Demands:

• Experiences frequent interruptions; required to meet inflexible deadlines; requires concentration and attention to detail; requires a high level of organizational and prioritization skills; may occasionally deal with distraught or difficult individuals.
• Requires ability to maintain absolute confidentiality of information received.
• Required to sit for prolonged periods; exposed to visual display terminal for prolonged periods; dexterity and precision required in the operation of a computer.
• Ability to handle multiple phone lines.
• Ability to lift up to 25 pounds.

Supervisory Responsibilities:

• This position does not have any supervisory responsibilities except as may be assigned from time to time.

Core Competencies/Qualifications:

• Two (2) to four (4) years of Human Resources experience

• A Bachelor’s degree in Human Resources, Business Administration and/or related field
• Commitment to the company’s mission.
• Handling sensitive employee data with discretion and professionalism.
• Education, training, skills, and experience necessary to carry out assignments, including training in office procedures, and two (2) to four (4) years of increasingly responsible administrative assistant experience that includes customer service.

• Ability to read, write, speak and communicate effectively. Demonstrated skill in correct grammar, spelling, and English usage.
• High-level of computer skills. Demonstrated skill in operating a computer and ability to learn the use of specific software programs including word processing, Excel, spreadsheet, and desk top publishing. Ability to format and compose computer correspondence and documents.
• Proficiency in HR Software, ADP software experience is beneficial.
• Ability to set up and maintain accurate filing systems.
• Ability to coordinate and schedule events.
• Skill in effective customer service and public relations.
• Ability to manage multiple tasks and deadlines, and stay organized in a fast-paced environment.
• Ability to organize, follow-up and set priorities for work.
• Ability to work with minimum supervision.
• Ability to establish and maintain effective relationships with co-workers, administrative team, and the public.
• Current California Driver’s License with excellent driving history.