Human Resources/Administrative Assistant

Position Description:

Acting under the direction of the Director of Human Resources, the Human Resources (HR)/Administrative Assistant provides support to the Human Resources Department. This position includes dotted line reporting to the Executive Director and will provide administrative support to the Executive Director. About 3/4 time will be spent on HR activities and 1/4 time assisting the Executive Director (percentage of job duty distribution will vary based on workloads and organizational needs).

Human Resources support includes, processing the posting on job boards for recruitment and processes for hiring, coordinating staff events and special HR projects (when needed). S/He/They should be comfortable working in a fast-paced environment and take pride in providing the best support possible to our staff and hiring managers.

Administrative support includes, but is not limited to, answering and routing incoming calls; managing administrative staff schedules/calendar management, taking meeting notes, scheduling meetings, preparing meeting materials, and other duties as assigned.

Human Resources Duties

• Process tasks pertaining to new hires and staff separations.
• Process all recruitment tasks to ensure timely: Place job postings on recruitment sites, monitor applicant activity, screen applications for hiring managers, and coordinate interviews.
• Coordinate pre-employment steps and onboarding for all new hires and aid the process of employee terminations.
• Support Director of HR in managing personnel files of all employees, complete employment verification requests, process HR expenses (insurance bills and credit card expenses).
• Assist in Paycom with any IRS and/or state withholding/garnishment orders and employment verification requests.

• Provide logistical and administrative support with planning of staff engagement/meetings, monthly staff social events, etc.
• Conduct occasional audit of HR files and other confidential records to ensure compliance.
• Any other duties as assigned.

Administrative Assistant Duties

• Operate office machines, such as photocopiers and scanners, shredder machines, facsimile machines, voicemail systems, and personal computers.
• Using computers and computer systems (including hardware and software) to set up functions, enter data, or process information.
• Answer telephones, direct calls and take messages.
• Write and develop communications for the Executive Director to various constituencies.
  • Type, format, proofread, and edit correspondence and other documents, from notes or other emails using a computer.
• Act as note taker for important meetings and transcribe notes into formal reports such as meeting minutes.
• Complete work schedule, manage calendars and arrange appointments, as assigned.
• Review files, records and other documents to obtain information to respond to requests.
• Developing constructive and cooperative working relationships with others, maintaining them overtime.
• Any other related duties as assigned.

Qualifications:

• High school diploma or equivalent
• 2 years experience in clerical/ office support position
• 2 years experience in human resources
• Extensive experience with computer systems and office equipment
• Extensive experience with computer software systems including but not limited to Microsoft office suite (Word, Excel, PowerPoint, and Outlook)
• Strong verbal and written communication skills
• Knowledge of the structure and content of English language including the meaning and spelling of words, rules of composition, grammar
• Dependable, attentive to detail, ability to work independently
• Ability to prioritize, anticipate next steps, and successfully juggle multiple projects
• Ability to maintain confidentiality and protect sensitive information
• Personal vehicle to be used for company business, current and valid California drivers license, and driving record that meets agency standards for driving on company business

Physical Requirements

• Ability to operate a motor vehicle according to California laws and regulations
• Ability to be in a seated position for periods up to 2 hours
• Occasionally lift up to 50 pounds
• Visual and mental acuity required for the use of computers and reading materials
• Vaccination against COVID-19 is required as a condition of employment. Proof of vaccination must be submitted if offered employment with Las Trampas

Las Trampas School, Inc. is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, color, ancestry, national origin, religion or religious creed, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth and related medical conditions), sexual orientation, gender identity, gender expression, age, marital status, military or veteran status, citizenship, or other characteristics protected by State or Federal law or local ordinance. Las Trampas School, Inc. has zero tolerance for discrimination or racism in our workplace. We strive to create a workplace where everyone feels empowered to bring their full, authentic selves to work every day.