Human Resources Assistant

Job DescriptionJob Description

JOB DESCRIPTION

JOB TITLE: Human Resources Assistant

EMPLOYER: Robert Boissoneault Oncology Institute

DEPARTMENT: HR/ Administration

REPORTS TO: Director of HR

EFFECTIVE DATE: 1/2/2024

SUMMARY: Provides administrative and human resources support.

DUTIES AND RESPONSIBILITIES:

• The successful candidate will contribute to the development and implementation of HR policies, help manage benefit programs, and serve as a contact for employees on HR-related matters.
• Supports administration, coordination, and application of company-wide human resources policies, procedures, and practices.
• Respond to employee’s benefit questions, assists with resolution of problems regarding access to or payment of benefits, assist employees with paperwork related to filing medical claims, and process enrollment forms and change requests.
• Coordinates paperwork related to benefits, retirement plans, COBRA continuation, workers’ compensation, and unemployment.
• Maintains employee files and database while maintaining confidentiality.
• General knowledge of HR functional responsibilities to include at least three areas such as recruiting/staffing, benefits, training and development, employee relations, labor relations or organizational development, assists in meeting record keeping requirements, EEO/AA planning, and maintaining posting requirements.
• Schedules interviews and applicant testing.
• With fundamental knowledge of applicable HR practices and compliance requirements assist in facilitation of drug testing, background checks, and pre-employment requirements for onboarding new or rehires in compliance with work instructions, oral or written instructions.
• Schedules and coordinates new employee orientations.
• Conduct E-verify employment with mandated timelines. Refers any I-9 verification issues to the HR Director for guidance and awareness.
• Conducts new employee onboarding documentation.
• Assists with communication of benefit program changes and updates.
• Refers inquiries on HR practices such as benefits, holidays, PTO, timekeeping, or complex inquiries to the HR Director for response or guidance and interpretation of current practices, and federal or state regulatory changes impacting employees and business.
• Generates reports from the HRIS system for required periodic reporting for internal departments such as staffing, emergency contacts, or external agency reports such as EEO-1 with guidance from the HR Director.
• Interact with benefit carriers and vendors on behalf of the company and team.
• Posts required labor law information. Maintain distribution of compliance posters.
• Screens and routes telephone calls.
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• Assists with scheduling and processing locum workers, as needed.
• Maintains and orders supplies for the human resources department as needed.
• Performs other related duties as assigned by management.
• Participate in projects related to HR objectives.

QUALIFICATIONS:

• One to two years of related experience.
• Basic knowledge of HR laws and regulations.
• Proficient in HRIS such as ADP Workforce Now software, Microsoft Excel, Word, and PowerPoint, a plus
• Keystroke a minimum of 50 wpm.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Excellent verbal and written communication skills.
• Proven ability to handle multiple projects and meet deadlines
• Strong interpersonal skills.
• Ability to understand and follow written and verbal instructions
• Ability to deal effectively with a diversity of individuals at all organizational levels.
• Commitment to excellence and high standards.
• Ability to work independently and as a member of various teams and committees.
• Acute attention to detail.
• Creative, flexible, and innovative team player
• Demonstrated ability to plan and organize projects.

COMPETENCIES:

• Analytical--Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.

• Problem-Solving--Identifies and resolves problems promptly; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.
• Technical Skills--Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Interpersonal Skills--Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Oral Communication--Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication--Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Teamwork--Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
• Quality Management--Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Diversity--Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.
• Ethics--Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethics; Upholds organizational values.
• Organizational Support--Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Planning/Organizing--Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Professionalism--tactfully approaches others; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Quality--Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Attendance/Punctuality--Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Dependability--Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

PHYSICAL DEMANDS AND WORK ENVIRONMENT: Continually required to sit

• Continually required to utilize hand and finger dexterity
• Occasionally required to climb, balance, bend, stoop, kneel or crawl
• Continually required to talk or hear
• Continually utilize visual acuity to operate equipment, read
  technical information, and/or use a keyboard