Human Resources Assistant

3 weeks ago

Watertown, United States Childrens Home of Jefferson Full time
Job DescriptionJob DescriptionDescription:

Summary/Objective:

The Human Resources Assistant will provide administrative support to the Human Resources Department and the Agency as needed.


All CHJC employees are expected to be committed to creating opportunities to enhance lives one relationship at a time. Additionally, the Human Resources Assistant focuses on and emphasizes the following values: respect and compassion at the forefront of every interaction; integrity threaded through each decision; excellence as an expectation and standard, never to be lowered; and stewardship carried out for the benefit of our employees.


Essential Functions:

  1. Helps maintain HRIS and physical filing system by filing, auditing, and processing files.
  2. As needed, prepares HR related paperwork/memos under the direction of the Director of HR.
  3. Works with HR Specialist to onboard new hires to include policy/forms and clearances.
  4. Conducts reference checks, phone screenings, and as appropriate/required schedules interviews.
  5. Processes, assembles, and mails Agency staff work anniversary cards, gift certificates and other personnel related correspondences.
  6. Updates HR spreadsheets with employee change requests and processes paperwork.
  7. Maintains physical and digital copies of required workplace posters.
  8. Maintains fleet registration and AAA memberships.
  9. Corresponds with insurance agents and brokers as needed to file/process claims.
  10. Updates clearance databases monthly for employees and vendors.
  11. Schedules and attends monthly benefits meetings.
  12. Gathers documentation as requested for audits.
  13. Assists with running reports and maintaining the electronic Learning Management System.
  14. Performs customer service functions by answering employee questions when able, and determines when questions/situations should be elevated to the HR Specialist or Director of HR.
  15. Maintains the general HR email inbox and forwards it to the appropriate staff.
  16. Greets and directs visitors to the appropriate department or person.
  17. Makes photocopies, faxes documents, and performs other clerical functions as needed by the HR department.
  18. Maintains employee confidence and protects operations by keeping human resources information confidential.
  19. Attends employment fairs and assists with recruitment as needed.
  20. Completes employment verifications.
  21. Distributes agency business cards as needed.
  22. Assists with formatting, updating, and shredding documents as needed.
  23. Assists HR Department with orientation, onboarding, and new hires as needed.
  24. Attends/completes training as requested or required.
  25. Performs required duties when Agency-wide Administrative Assistant is on leave.
  26. Performs other duties as assigned by the HR Department.


Special Requirements (includes equipment and physical demands)

Work Environment: Office environment will require occasional travel to recruitment events, conferences and/or meetings. Works in an office setting with a controlled temperature environment. Occasional exposure to inclement weather conditions may occur depending upon assignments.


Equipment: This position is required to maintain a working knowledge of related office equipment including personal computers and printers, audio-visual equipment, telephone systems, copiers, fax machines, etc.


Physical Demands: Must be able to sit, stand, walk, lift, carry, push/pull, climb, bend, and stoop. Must be able to perform fine motor skills, read, and type. Must be able to sit for long periods of time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Position Type/Expected Hours of Work:

Full-time, traditional hours required along with occasionally some non-traditional hours. This position is required to work on-site.


Travel:

Travel may be required.


Required Education and Experience:

High school diploma required, Certificate or Associates Degree in a related field preferred with one to two years of general office and Human Resources experience. Must be able to type and use word processing software including database and spreadsheet software ability including Word, Excel, PowerPoint and other office related software. Must be able to use copiers, computers, phones, faxes, and lamination machine. Knowledge of the internet and social media. Individual must have proficient computer skills and working knowledge of Word, Excel, PowerPoint and the Internet.


Skills/Abilities/Knowledge:

Strong organizational abilities and office skills are essential for this position. This person must also have excellent people skills and be a team player. Ability to work with diverse populations. Must demonstrate effective and excellent oral and written communication skills and the ability to work cooperatively with others. Must be detail-oriented and possess excellent time-management skills. Requires self-direction, tact, diplomacy, and the ability to be clear, courteous, and professional. Able to react to change productively and handle other duties as assigned.


Requirements:

Additional Eligibility Qualifications:

Must maintain privacy of confidential information. Successful completion of routine pre-employment requirements as mandated by the New York State Department of Health, Office of Mental Health and Office of Children and Family Services along with ongoing clearances and exclusion checks. These requirements are to include employment health requirements, reference checks, criminal background checks/fingerprinting, State Central Registry clearance and your eligibility to work in the United States. A valid NYS driver’s license required. Corporate Compliance, HIPAA Privacy Security, and Workplace Harassment and Discrimination Training will be required following date of hire.


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