Human Resources Assistant

Human Resource Assistant – Offsite (Full-Time)

Reports to: Human Resources Manager

FLSA Classification: Non-Exempt

Last date reviewed: 05/16/24

Position Summary:

This position is responsible for creating a welcoming environment for new and existing Talent. The HR Assistant onboards new Talent members through the various systems, maintains their personnel files, and supports the department and Talent administratively.

Essential Functions:

• Approaches concerns, problems, and opportunities with a commitment to empathy, detail, effective listening, and curiosity.

• Models and acts in accordance with BCC’s core values: safety, empathy, relationships, and impact.
• Honors differences, acknowledges uniqueness, and amplifies all voices. Participate in trainings and group experiences that explore Equity, Diversity, and Inclusion (EDI) topics. Model the use of inclusive language.
• Demonstrates and practices BCC’s leadership mindset, “Choose kindness. Solve problems and learn together. Make it happen.”
• Greets visitors and staff and directs them appropriately.
• Answers telephone calls, answers general questions and assists callers.
• Onboards new staff into required external and internal systems, active directory, and Relias.
• Partners with Program Training Support talent to ensure Training Tracks are assigned to incoming New Hires in Relias and other appropriate systems.
• Communicates updates of new hire progress and changes to HR Generalist and HR Manager
• Reviews and verifies CHRI and seeks approval from appropriate HR leaders prior to hiring talent. Ensures documentation is maintained in the appropriate talent file.
• Prepares and creates spreadsheets for New Hire Orientation, including, but not limited to, the ORR new hire document for Caminos Project Manager approval, the new hire report with location, supervisor, hire date, and email address, and the address labels for new hire folders.
• Orders New Hire Swag Bags.
• Partners with other HR Assistants to distribute and track changes needed in materials for New Hire Orientation Folders
• Partners with Program Training Support talent to ensure that Copy, bind, and send TCI Booklets with new hire orientation folders for first-day preparation
• Orders edible arrangements and flowers to support talent when special events arise.
• Prepares reports, facilitates arrangements, and sends out birthday and anniversary celebration e-cards.
• Monthly Birthday Celebrations—Prepare monthly birthday lists, order/ pick up birthday cakes and other supplies, such as drinks, paper goods, etc., and decorate for celebrations at assigned locations.
• Orders/coordinates other foods for celebrations or events with the dining hall.

• Audits, data entry in appropriate systems, and monitoring of new hire employee records to ensure pre-employment compliance before hire and current talent renewal requirements records are complete by agency policy to ensure fulfillment of state, federal, and accreditation standards.

• Follows up with Talent members regarding outstanding personnel file items.
• Responds to past and current Talent member inquiries regarding personnel file items and partners with the HR Generalist in completing duties.
• Files all ongoing paperwork and ensures the HR File Room is organized.
• Places files from the active drawer into the terminated drawer when appropriate.
• Responsible for oversight of personnel file sign-out procedures.
• Orders materials and supplies for the Department.
• Formats HR manuals and handouts.

• Completes purchase orders for third-party vendors, including, but not limited to, Concentra, Your Doc's In, and other invoices as they come in.
• Oversights of distribution of staff and resident photo ID system.
• Assists HR Generalist with current talent Background Clearance Request process during renewal periods.
• Runs the following reports: Talent Birthday and Anniversaries.
• Assists Talent with Tuition Reimbursement, 403(b) Mutual of America Hardship/Loan paperwork, and Direct Deposit through Wisely.
• Conducts, Facilitate and manage all new hire pre-employment meetings.
• Maintains new hire checklist that includes when new hires complete the following: drug screen, physical, TB, fingerprints, driving records, CPS (in and out of state), employee ID number, supervisor, and location.
• Processes new hires prior to hire and maintains current talent driving reports yearly.
• Processes employment verifications for existing and previous employees of the agency.
• Assists with gathering information for reports needed by internal and external departments.
• Ensures all background checks are maintained and conducted with compliance according to federal, state, and local guidelines and regulatory bodies during employment.
• Maintains and conducts all ORR and agency reference checks, including, but not limited to, professional, personal, and sexual misconduct forms, promptly, and accurate documentation in the talent personnel file.
• Maintains and tracks all CPS requests to ensure completion prior to hire or obtains approved safety plan with documented attempts noted. Ensures accurate reporting to the HR Generalist, HR Manager, and Program Leadership weekly.
• Collaborates with the Onboarding Specialist for any onboarding HR-related functions.

Non-Essential Functions:

• Track, receive, and review all employee onboarding and random drug screens and report any issues that arise to the HR Manager and CHRO.
• Notarize documents as needed.
• Creates correspondence as needed.
• Responsible for booking hotel reservations for new hires and training.
• Act as backup for HR Generalist
• Act as backup for the Front Desk Receptionist during lunch breaks when needed or in the absence thereof

Competencies:

• Accurate Listening
• Attention to Detail
• Attitude towards Honesty
• Conceptual Thinking
• Following Directions
• Frequent Interaction with Others
• Handling Stress
• Meeting Standards
• Organized Workplace
• Personal Accountability

Supervisory Responsibility:

N/A

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

In the nature of being at a residential and school living environment, there may be times you experience conditions in which challenging behavior can be exhibited from our youth to include but not limited to, physical agitation, physical violence and/or emotion outburst.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. The employee must occasionally lift or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Position Type/Expected Hours of Work:

This is a full-time position. Standard operational hours are between Monday through Friday, 8:00 a.m. to 6 p.m. This position may require work hours to include occasional evenings and on-site and off-site attendance at meetings. One standard remote workday after completion of the 90-day introductory period.

Travel

Travel is primarily local during the business day, although some occasional off-site attendance at meetings may be expected.

Required Education and Experience

• High School Graduate or
• Associate Degree in related field required.
• One (1) year of office admin experience is required.

• Bachelor’s Degree in a related field
• Human Resource related experience

Additional Eligibility Qualifications

• Must be able to type 50 wpm.

• Able to learn and effectively utilize different technology platforms.
• Excellent computer use knowledge with Microsoft Windows 10 and 365 Office products, including Word, Excel, PowerPoint, and Outlook.

• Proven effective time management, planning, communication, and interpersonal skills.
• Ability to keep an electronic calendar (Outlook).

• Ability to problem solve.
• Ability to work independently.

• Ability to communicate in a clear, concise manner both written and orally.
• Ability to work well in a non-structured environment.
• Strong organizational skills
• Ability to develop sufficient understanding of agency functioning and goals to develop appropriate priorities.
• Ability to handle multiple tasks.

• Ability to pass TCI certification both at employee orientation and per the schedule outlined by HR thereafter. (Non-Direct at hire).
• Ability to pass CPR/First aid certification both at employee orientation and per the schedule outlined by HR thereafter.
• Ability to demonstrate the possession of a valid driver’s license prior to employment and ability to maintain the license and operate a motor vehicle thereafter.
• Successful candidates will be subject to background checks and/or physical examinations prior to employment to ensure they can perform the essential functions of the position and as required by federal and state authorities.

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.