Human Resources Administrative Assistant

Reports to:         VP of Human Resources 

Schedule:           Full-time, Monday—Friday, 9am-5pm 

FLSA Status:      Non-Exempt 

Starting Rate:     $22 Hourly 

The YWCA of Western MA is dedicated to eliminating racism and empowering survivors. The YW provides a safe place for survivors of domestic violence, sexual assault, and human trafficking. Our programs and services include crisis shelter and transitional housing for survivors and their families, counseling, SAFEPLAN court advocacy, community education, supervised visitation, and vocational training for youth. The YWCA provides services at several sites, including Holyoke, Northampton, Westfield, and our primary Springfield campus. 

Expectations of all employees

In the performance of essential and general job responsibilities, all YWCA employees are expected to: 

• Demonstrate commitment to the YW’s mission and principles of trauma-informed work.
• Represent the YW in a professional and competent manner to participants, community members, organizational partners, and other stakeholders. 
• Support policies, practices, and decisions that demonstrate our shared accountability for racial equity.
• Communicate openly and contribute to the development of others.
• Coordinate efforts across teams, programs, and partner organizations.
• Maintain professional behavior and strict confidentiality. 

Position Purpose

The Human Resource Administrative Assistant will perform administrative tasks and services to support effective and efficient operations of the YWCA’s Human Resource Department. The HR Administrative Assistant is a supportive role responsible for organizing and filing employee records and aiding in the recruitment and on-boarding process. The HR Administrative Assistant will maintain the VP of Human Resources’ calendar— fielding and documenting employee questions/requests, before referring the more complex requests to the VP of Human Resources to handle during designated office hours.

Essential Responsibilities

• Support talent acquisition and retention including, but not limited to, job postings, applicant screening and tracking, tiered background checks, recruitment events, new employee orientation, employee badges, CPR certification and other professional development opportunities and participant tracking;
• Maintain personnel files including applicant materials, policy acknowledgements, employment status changes, benefits, training and/or certification, and performance evaluations; payroll changes, etc.;
• Maintain staff data on ADP; 
• Respond to requests for employment verifications, assistance with ADP errors, badge issues or replacement requests, etc.;
• Process and submit monthly birthday and UAW reports;
• Perform other duties as needed.

Qualifications 

• A.A. or equivalent with 1-2 years of relevant Human Resources experience;
• Experience with ADP payroll system preferred;
• Excellent verbal, written, and organizational skills;
• Strong computer skills, including experience with Microsoft Office programs;
• Basic understanding of employment law;
• Strong empathy and interpersonal skills;
• Access to reliable transportation and valid driver’s license required;
• Must be able to be covered by the agency's insurance policy; and
• Must be able to lift 40 lbs.

EEO STATEMENT

It is the policy of YWCA of Western Massachusetts to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, pregnancy or maternity, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the YWCA will provide reasonable accommodations for qualified individuals with disabilities.
 

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position.

AT-WILL EMPLOYMENT

The YWCA is an “at-will” equal opportunity employer. While the YWCA will continue to operate with care regarding employment decisions, the YWCA and its employees may terminate the employment relationship at any time and for any reason, with or without cause, and without advance notice. Exceptions include select, non-exempt positions covered under the Collective Bargaining Agreement (CBA). This position is not covered by the CBA.

CRIMINAL BACKGROUND CHECKS

The YWCA, in our effort to provide safety to those we serve, and to protect our agency, performs criminal offender record information (CORI) checks on all prospective employees. Final offers of employment are contingent upon receipt of an acceptable CORI report as solely determined by the YWCA.  

INTRODUCTORY PERIOD

All employment at the YWCA begins with a 150-day Introductory Period.