Human Resources Assistant

JOB SUMMARY:Under general supervision, the HR Assistant performs a wide variety of Human Resources/Training clerical and administrative tasks to support the Southern Region Human Resources and Training Department including employee personnel file maintenance, updating and maintenance of the HRIS, standard reporting of HR information, and general HR/Training clerical duties. The HR Assistant will provide customer service and administrative support for some or all the HR functional areas including recruitment, employee relations, HRIS, performance management, benefits, compensation and training.MINIMUM QUALIFICATIONSEducation & ExperienceHigh school graduate or equivalent plus two (2) years experience in an office environment maintaining files or equivalent combination of higher education and experience. Experience with spreadsheet and presentation software required; experience with HRIS preferred.License or CertificationValid California Driver’s LicenseSpecialized SkillsAbility to interact and communicate verbally and in writing with other staff and the public.Ability to type 40 words per minute on computer or typewriter.Demonstrated customer service skills.Physical RequirementsAbility to sit or stand for long periods of time. Ability to bend, stoop, kneel, crouch, reach and twist to file documents/binders. Ability to lift, carry, push and/or pull light to moderate amounts of weight.POTENTIAL JOB HAZARDSAssaultive adolescents and visitorsBlood and Body Fluid ContactPotential for neck strain from cradling telephone and minor lacerations from paper cuts.SAFETY PRECAUTIONS REQUIREDDemonstrated use of Standard Precautions.Demonstrated knowledge of safety procedures and Safety Data Sheets particular to departmental hazards.ESSENTIAL DUTIES AND RESPONSIBILITIES1. Professionally greet and perpetuate a welcoming environment for HR visitors and employees. Receive all HR phone calls, mail and correspondence and distribute/forward as necessary. Respond promptly to general HR questions including informing employees and applicants about company’s policies and procedures.2. Maintain the employee personnel files, the employee confidential medical files, independent contractor files, workers compensation files and any/all HR paperwork binders. File all new personnel documents/records in a timely manner and ensure that the files are up-to-date and orderly.3. Accurately and timely enter Personnel Action Forms (PAF’s) including annual increases, terminations, etc. into the HRIS system and send e-notices to EMR, Training, Payroll, Accounting and IT.4. Track and communicate evaluations, TB test due dates and license renewal reminders. Prepare appropriate reports and correspondence as necessary. Generate evaluation PAF’s and supporting documents and send to Supervisors/Managers each month.OTHER DUTIES AND REQUIREMENTS1. Assist the Recruiters with preparing new hire packets. Ensure that new employees complete the necessary paperwork during orientation including the I-9 form on their first day of work. Verify I-9 documentation, complete E-Verify within 3 days of new hire start date and maintain the I-9 binders to ensure accuracy and currency of all USCIS documents.2. Ensure the DMV pull reports are up to day. Submit update requests for new hires and employees separating employment. Review DMV notices as they come in and notify the supervisor, Program Administrator and the Regional Training and HR Manager of any concerning items reported.3. Annually update the LIC500 / 555. Ensure LiveScan documents are maintained and separated staff are removed from the DOJ employment record notification system.4. Submit workers compensation claims, sends authorizations to the WC Clinic and assist with monitoring employees return to work status.5. Take employee pictures and prepare ID badges for employees in a timely manner.6. Create new employee files, makes labels for the files and file all new hire documents accurately and in accordance with the established file layout list.7. Archive and maintain all terminated personnel files and I-9 binders in accordance with federal/state laws and SBHG policies/procedures.8. Audit all HR files on a bi-annual basis and prepares reports of finding to the Regional Training and HR Manager.9. Order HR office supplies as needed. Receive and audit HR office supply deliveries.10. Update the OIG, SAM and Medical reports and rerun staff monthly as needed.11. Process CEU, License and Referral bonus payments and submit to Regional Training and HR Manager for approval.12. Act as the Regional point of contact for benefits related questions. Present benefits training during new hire orientation and serve as backup to other HR staff presenters. Assist with yearly Open Enrollment process by coordinating benefit meetings and assisting employees with general benefits related questions.13. Distribute new labor law posters to each center as needed and ensures they are posted and maintained.14. Attend and participate in All Staff meetings.15. Perform clerical duties including word-processing, scanning, copying, distributing paperwork, etc.16. Complete special projects and other duties as assigned.This job description is not intended to be all-inclusive and employee will also perform other reasonably related duties as assigned by the Regional Training and Human Resources Manager or designee as