Human Resources Administrative Assistant

JOB SUMMARY: 

Provides specialized administrative support to the Human Resources Department and assists in carrying out various human resources programs and procedures as directed. Participates in organization’s continuous quality improvement efforts.

ESSENTIAL FUNCTIONS:

• Provide administrative support for the Human Resources Department including telephone coverage, copying projects, mail/email handling, and necessary communications internally and externally. Type correspondence for Human Resources Department including word processing/typing of letters, memos, forms, policies and procedures (includes handling of confidential information).
• Assist the HR Recruiting Specialist with tracking applicant submissions, screening applications, pre-screening qualified candidates, and coordinating assessments and interviews as needed.
• Serves as administrator for online training service; sets up new employees as users, deletes terminated employees, makes supervisory assignment, assign courses, etc.
• Assist HR recruiting with Job fairs as needed. Assist in event set-up and preparations.
• Process employment verification requests for current and former employees and ensures release form is signed prior to giving to third party within 48 hours of request.
• Assist with new employee orientation folders.  Ensures current employee handbooks and other required documents areduplicated prior to New Hire Orientation.  Assist with coordinating room set-up and preparations as needed.
• Maintain and perform quality control for personnel records in accordance with legislative requirements, funder requirements, and accreditation requirements. Files training, enrollment, application, and other required documents.  Coordinate volunteer and intern assistance.
• Runs audit reports, employee data, and other ADP reports as needed. Follows up with employees regarding missing, expired or outdated documents to maintain employee records. For example: updated driver’s license, employee licenses, fingerprints, car insurance; etc.
• Provide administrative support with processing documentation for various Human Resources programs and procedures including fingerprinting, and mailing criminal records checks and reference checks.
• Participants in planning and organizing employee recognition programs. Participates in organization’s employee morale committee.
• Assists with HR department preparation for program audits. Audit new employees’ files in preparation for funder and program audits as needed.
• Participates in administrative staff meetings and attends other meetings and seminars as directed.  Keeps Chief of HR and other HR staff informed of any changes or revisions to procedures, and issues arising in day-to-day operations.
• Supports Benefits Coordinator with Wellness Committee initiatives, WC, separation of benefits/terminations, FMLA, and or LOA as needed.
• Manage  Employee Monthly Company Newsletter.
• Performs other related duties as required and assigned.

***THESE ESSENTIAL JOB FUNCTIONS ARE NOT TO BE CONSTRUED AS A COMPLETE STATEMENT OF ALL DUTIES PERFORMED.  EMPLOYEES WILL BE REQUIRED TO PERFORM OTHER JOB RELATED MARGINAL DUTIES AS REQUIRED***

MINIMUM QUALIFICATION REQUIREMENTS:

Education & Experience:

High school degree or GED and three (3) years secretarial or administrative experience in a professional office setting. Associates degree in Business Administration or Human Resources preferred. 

 Must have at least intermediate skills in Microsoft Office Suite and Outlook.

Licenses & Certifications:

• Must possess and maintain a valid Florida driver’s license with no record of criminal driving offense of license suspension. 
• Must possess means of providing job related transportation and show proof of required insurance.  Must be insurable under CHI’s current auto insurance policy.
• Must be able to work flexible hours, including evenings and weekends. 
• Must successfully complete and maintain FDLE clearance, Federal background and state criminal background check and sexual predator screening.

COMPETENCIES & PROFESSIONAL DEVELOPMENT:

Annual Training Requirements: The following training topics are required annually: Sexual Harassment, Blood-born Pathogens, Workplace Accident Prevention and Reporting, Confidentiality and Privacy Practices, Diversity/Cultural Competency, Child Abuse and Neglect Mandated Reporter Statutes and Methods, Prevention of Violence in the Workplace, OSHA–related training, Crisis Prevention, and Program Goals.

Knowledge, Skills and Abilities:

• Knowledge of effective principles and practices of human resources functions.
• Experienced with an HRIS database, including entering and extracting data for reports.
• Possess effective verbal and written communication skills, excellent interpersonal skills, and computer literacy.
• Ability to speak to small groups and make training presentations.
• Intermediate skill level in word-processing, spreadsheet, and related computer software, specifically MS Professional Office Suite, including Word and Excel.
• Ability to communicate effectively, verbally and in writing
• Ability to establish effective working relationships with clients, co-workers, supervisors and other individuals.
• Possess effective organizational skills.
• Knowledge of agency's organizational structure, standard operating procedures, and policies.
• Background in employment law and other government compliance regulations is preferred.
• Ability to objectively coach employees and management through difficult and emotional issues.
• The ability to research and analyze various different type of data information.
• Must have the ability to make recommendation to effective resolve problems or issues, by using judgment that is in consistent with standards, practices, policies, procedures, regulation or government law.
• Ability to organize and prioritize work.

ESSENTIAL PHYSICAL SKILLS:

• Possess good hearing (with or without hearing device).
• Ability to effectively operate a telephone and personal computer.
• Frequent use of hands, voice and hearing.
• Ability to speak clearly and effectively.
• Ability to perform moderate lifting (15-20 lbs).
• Ability to stand for long periods of time on occasion. 
• Reasonable accommodation will be made for otherwise qualified individuals with a disability.

ENVIRONMENTAL CONDITIONS:

Works indoors in an office environment.  May assist in outdoors employee morale events.

Please note this is a Part- Time position. Must have afternoon availability.