Human Resources/Office Assistant (Consultant)

Job: Human Resources/Office Assistant (Consultant)

• Reporting to the President & CEO

• Part-time – three (3) days per week

• Hours – 9am to 5pm (8 hours)

• $25/hour

• Hybrid work schedule – two days in the office and one day remotely

• Some evenings and early hours required

• Some lifting of boxes required

• Human Resources-related responsibilities and duties include, but are not limited to:

  • Serves as point of contact for all human resources and office-related inquiries 

  • Performing applicant tracking system maintenance, including entering new postings (job descriptions) and reviewing incoming applicants’ resumes

  • Managing the talent hiring process by screening potential candidates, conducting reference checks, and preparing offer letters

  • Facilitate new employee orientation 

  • Emailing potential candidates and existing employees and collecting documents and new hire documents (including I9 documentation), as well as distributing these documents to appropriate staff members. This also includes filing and organizing these documents and files in file cabinets.

  • Coordinating new employee on-boarding tasks and confirming required new employee documents are completed.

  • Inputting new hires and terminations into the TriNet (HR system) to ensure all records and employee counts are accurate. Note, all termination documentation is to be included in employee files. 

  • Enter new employee information into StratusTime (for hourly payroll database)

  • Managing the PETS fingerprinting process by nominating new hires and ensuring background clearance is given

  • Maintaining accurate employee files in electronic and paper form

  • Conducting exit interviews for employees who leave the organization (voluntarily and involuntarily)

  • Ensuring final PTO and final paycheck are confirmed with TriNet Payroll Specialist and direct manager

  • Assisting and managing all human resource-related documents for audits and government contract site visits that are conducted at the organization 

• Office-related responsibilities include, but are not limited to:

• Keeping an inventory of and ordering/purchasing/reordering all office supplies & furniture (including office supplies, cleaning supplies, envelopes, stamps, etc.). Note, all orders are to be approved by the President & CEO before ordering.

• Ensuring that all orders are delivered and accounted for

• Mailing donor packages via FedEx, UPS, or USPS

• Creating, maintaining, and distributing monthly office work schedules (including soliciting and following up with staff members)

• Communicate with building management to clean offices as needed

• Copying and filing documents

• Creating and maintaining a contract management database of all vendors (including filing contracts in physical binders and a Google folder on the share drive and designating contract start, end, and renewal dates, as well as three (3) month renewal alerts).  Working with the  PowerPlay Finance team to ensure they receive, as well as provide all contracts.

• Scheduling and following up on internal and external meetings and appointments

• Reviewing info@powerplay emails daily and forwarding emails to appropriate staff members

• Writing, editing, and distributing (via mail and email) donor acknowledgement letters within one week of donation

• Entering data into databases (including Blackbaud, Constant Contact, and Youth Services)

• Writing and distributing donor communication via Constant Contact

• Assisting President & CEO with logistics surrounding quarterly Board of Directors meetings (including creating and distributing various Board-related documents – agenda, meeting minutes, PowerPoint deck, Finance package, dashboard, and other documents)

• Qualifications

  • Preferred Associates or Bachelors degree

  • 2 years of human resources experience  

  • Knowledge of the Human Resources employee life cycle strongly preferred

  • Office experience strongly preferred

  • Expert knowledge of Microsoft Office (Word, Excel, and PowerPoint)

  • Expert knowledge of Google platforms

  • Ability to work well under limited supervision

  • Possess strong communication skills, attention to detail, and a great attitude

Salary : $25