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HR and Administrative Assistant

1 month ago

Pleasant Valley, United States Hand In Hand USA Full time

The HR and Administrative Assistant will play a critical role in supporting the HR, finance, and general administrative functions at Hand in Hand. The HR and Administrative Assistant requires meticulous attention to detail, strong organizational skills, and the utmost respect for handling confidential information, reflecting our commitment to integrity and professionalism.

The HR and Administrative Assistant candidate will be proactive, resourceful, and able to work independently as well as part of a team, embodying our values of collaboration and initiative. This individual must possess a basic understanding of accounting, ensuring they can effectively contribute to financial processes with accuracy and accountability.

By ensuring the smooth operation of these functions, the HR and Administrative Assistant will help create a supportive and efficient work environment that promotes the well-being and professional growth of our staff, ultimately contributing to the organization's vision of an inclusive community.

•Coordinate Recruitment and Hiring:

  • Advertise job openings, conduct phone screenings, schedule interviews, and coordinate the hiring process.
  • Ensure organization and compliance of HR files; Regularly review and update staff files to ensure compliance with legal and organizational standards.
  • Facilitate the onboarding process for new hires, including setting up necessary accounts and coordinating their orientation schedule.
  • Conduct background checks including SING (State of Iowa Network for Government) and OIG (Office of Inspector General) verifications.
  • Accurately enter and maintain employee data in HR system Paylocity.
•Support Accounting Functions:
  • Accurately prepare and organize check requests and credit card receipts, including coding, for financial processing.
  • Assist with accounts receivable tasks, ensuring timely and accurate processing.
  • Assist in tracking and reporting on grants and expenses to ensure proper allocation and use of funds.
  • Assist with basic bookkeeping tasks, such as processing invoices and expense reports.
  • Provide support to the Senior Director of Finance and Operations as well as the Accounting Consultant in the preparation of annual financial audit and HCBS cost reports.
•Support Shared Program Activities:
  • Provide administrative support for various program activities as needed, ensuring smooth operations and effective communication.
•Administrative Support:
  • Organize and maintain office supplies, manage filing systems, and ensure a tidy workspace.
  • Answer and direct phone calls, respond to emails, and handle incoming and outgoing mail.
  • Arrange appointments, meetings, and travel plans for staff members.
  • Input and update data in databases and maintain accurate records.
  • Draft, format, and distribute documents, reports, and presentations.
  • Greet and assist visitors, clients, and staff with inquiries and support.
  • Ensure adherence to company policies and confidentiality protocols.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position .

The above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position.

Requirements

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The individual must be at least 18 years of age.

Education and/or Experience Required

•GED or High school diploma.

•Minimum of 1-2 years of experience in an administrative or clerical role.

•Basic understanding of HR functions and general administrative responsibilities.

•Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

•Basic knowledge of accounting principles and financial processing.

PREFERRED EDUCATION and EXPERIENCE:

•Experience in an HR role, particularly in the areas of recruitment, onboarding, and training.

•Familiarity with HRIS (Human Resources Information System) Paylocity.

•Experience with grant tracking and financial reporting.

•Knowledge of compliance and regulatory requirements related to HR and finance.

•Previous experience working in a non-profit or similar organization.

Language Skills

Ability to read and interpret documents and policies. Ability to communicate effectively with participants, their caregivers, and other employees of the organization.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk; reach with hands and arms; and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 20 pounds.

Specific vision abilities required by this job include close vision, and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is exposed to chemicals approved for cleaning, disinfecting and sanitizing program space.

The noise level in the work environment is moderate to loud.

License

Individual must maintain a valid driver's license, insurance and possess reliable transportation.

Technology/Equipment

Ability to effectively and efficiently make use of technology such as Microsoft Outlook, Excel, and Word and utilize cloud-based software such as Paylocity (HRIS) and Brightwheel (CRM).

COMPETENCIES: This person will possess an understanding of administrative duties and demonstrate the following key competencies:

Attention to Detail: Ability to maintain high levels of accuracy in preparing and entering information.

Organizational Skills: Strong ability to manage multiple tasks, prioritize work, and meet deadlines.

Communication Skills: Excellent verbal and written communication skills for interacting with employees and stakeholders.

Confidentiality: Ability to handle sensitive information with discretion and integrity.

Proactive Approach: Initiative in identifying issues and opportunities and suggesting improvements.

Technical Proficiency: Competency in using HR software, Microsoft Office Suite, and other relevant tools.

Customer Service Orientation: Focus on providing excellent support and service to employees and other stakeholders.

Analytical Skills: Ability to analyze data and prepare reports accurately.

Problem-Solving Skills: Aptitude for identifying problems and implementing effective solutions.

Teamwork: Strong collaboration skills to work effectively with colleagues across departments.

Basic Accounting Skills: Familiarity with basic accounting principles and practices, including handling accounts receivable and expense tracking.

Salary Description

$17-$19/Hr