What are the responsibilities and job description for the Human Resources Assistant position at Solutions Behavioral Healthcare Professionals?
Summary/Objective:
The Human Resources (HR) Assistant aids the Human Resources Manager in managing all aspects of the Human Resources department. This position is responsible for creating personnel files, and ensuring proper information is contained in these files. The HR Assistant organizes the onboarding process, including; letters of hire, compensation agreements, and collects necessary identifying information for the hiring process. This position is responsible overseeing incoming messages, phone calls and greeting staff who come in to the Human Resources department. This position manages the company’s wellness programs and works on assigned projects as needed
This position requires strong interpersonal skills to facilitate a warm and professional environment. This position involves the knowledge of sensitive information with the explicit understanding and expectation of administrative confidentiality.
QUALIFICATIONS
Required Education and Experience
- Must be at least 18 years of age.
- Must possess a high school diploma or equivalent. Post-secondary education or experience in a human service field is preferred.
Required Skills & Characteristics
- Professional presentation
- Excellent communication and interpersonal skills
- Ability to use discretion and good judgement in the management of confidential employee and administrative information
- Excellent organizational skills; ability to multi-task and re-prioritize when necessary
- Ability to manage difficult employee situations with composure and professionalism
- Good time management skills
- Fluid with the use of technology
- Must pass a comprehensive criminal background check.
ESSENTIAL FUNCTIONS
Primary Responsibilities
- Provide a front desk presence for the Human Resources department
- Manage the HR email box, distributing messages as appropriate
- Manage the processing of applicants and the hiring process
- Prepare letters of hire for selected applicants
- Notify other central administration staff when new staff are coming on board
- Maintain a file of current job descriptions for each position in the agency
- Assist in the management of the Human Resources Information Management System (UKG)
- Provide support to applicants and employees needing technical assistance in accessing HR platforms
- Assist employees in completing the steps for background checks and their submission to proper authorities
- Launch introductory and annual performance reviews as scheduled
- Assist in the monitoring of timely completion of performance reviews
- Ensure employee information is up to date in the HRIS, including demographics and emergency contacts
- Assist in the maintenance of staff credentialing information within the file
- Ensure close out forms are thoroughly completed
- Process employee terminations; close out termed employees in UKG when the final paycheck is given out
- Respond to requests for verification of employment
- Work with the HR Manager in the management of unemployment claims; alert the HR Manager and administrative manager of requests for information and hearing dates; ensure schedule coordination for hearings
- Work with the HR Manager to manage leave requests
- Type and send letters as requested by supervisor
- Assist in the management of personnel issues and employee relations, as directed
- Maintain confidentiality and discretion in all aspects of the job and facilitate data privacy practices within the office
- Distribute central administration mail daily
Administrative Responsibilities
- Attend work as scheduled
- Use Teams for inter-office communications
- Complete 20 hours of training and professional development annually
- Complete time and expense sheets bi-weekly within designated time frames.
- Timely completion of administrative tasks and requests for communication, e.g., alerts/tasks assigned in the Electronic Medical Record (Vireo) or the Human Resource Information System (Workforce Ready)
- Alert the HR Manager and executive team of potential risk management needs
- Contribute to the development of the agency policies and procedures as assigned.
Professional Expectations
- Represent the agency and the Executive Director’s office in a positive light, both internally and externally
- Discreet management of confidential and sensitive information
- Maintain professional dress and demeanor
- Work in a positive and cooperative manner with others
- Resolve problems constructively
- Manage emotions on the job
- Communicate openly and directly with others; follow the organizational chart to solve problems, e.g., bring concerns upwards to your supervisor/manager and not other parties/departments
- Show flexibility when situations change, and re-prioritize work tasks when needed
- Be a good ambassador of Solutions. Display a positive attitude about your job and the agency.
- Be patient with clients, co-workers and other team members
- Be willing to give and accept constructive feedback
- Accept responsibility for your own behavior and decisions
- Adhere to the mission, vision and values of Solutions
WORK ENVIRONMENT
Setting
This position is located at the front the employee entrance of the central office/mental health clinic. It is the first point of contact with new employees. The clinic setting can get busy and noisy at times. The HR Assistant may need to juggle multiple employee situations and the phone ringing. While a physical presence is important for this position, there may be some ability to work remotely on occasion, with approval.
Activity Level
The HR Assistant sits in front of a computer the majority of the day. They will need to regularly use the computer to process employee information. They will need to be fluent with Microsoft Word, Excel, and the Human Resources Information System (UKG).
Schedule / Hours
This is a full time position. Days and hours of work are typically Monday through Friday, 8-5. Some work above 40 hours may be required on occasion.
Travel
The HR Assistant may be required to occasionally travel for meetings or to other Solutions’ offices. 10% of the time or less.
PHYSICAL AND MENTAL DEMANDS
Physical Demands
Mental Demands
ACCESS / SECURITY CLEARANCE
This employee will have access to email, the Human Resource Information System (UKG).
AAP/EEO STATEMENT
Solutions does not discriminate in employment with regard to race, creed, national origin, political affiliation, marital status, age, gender, sexual orientation, or number of dependents. As part of the Solutions team, no provider or staff member shall aid, coerce, or conspire to cause a termination or resignation of another team member because of illegal discriminatory factors.
OTHER DUTIES
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
