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Office Assistant

2 months ago

Philadelphia, United States Mental Health Partnerships Full time

Job Type

Full-time

Description

COME BUILD HOPE WITH US

MHP hiring an Office Assistant to ensure the administrative processes of Human Resources and Compliance flow smoothly, utilizing and maintaining all paper and electronic systems, including EHR, HRIS, e-mail, calendaring, and all other authorized apps and other administrative support services. The Office Assistant is also responsible for greeting guests, compiling data, preparing reports, monitoring and tracking of expenses, maintaining proper documentation for successful auditing and credentialing processes and resolving "basic" user issues within the Learning Management System (LMS). The Office Assistant also assists and acts as the back-up to the Talent Acquisition Specialist during new hire orientation.

The position is Monday - Friday, 9:00 AM - 5:00 PM. As an MHP employee, you will have access to the following benefits:

  • Generous Paid Time Off (Up to 44 paid days off per year)
  • Medical, Dental & Vision Insurance
  • No Cost Life and Disability Insurance
  • Flexible Spending Accounts
  • No Cost Employee Assistance Program
  • Retirement Plan with Annual Discretionary Employer Contribution
  • Employee Referral Bonuses
  • Tuition Reimbursement
  • Federal Student Loan Forgiveness Program
  • Continuous Growth & MHP Sponsored Training Opportunities
MHP is the proud recipient of Mental Health America's 2023 & 2024 Platinum Bell Seal Award-an national recognition for our commitment to nurturing mentally healthy workplaces. Join us in revolutionizing workplace well-being and raising the bar for mental health excellence

WHAT YOU'LL DO

Human Resources
  • Processes and maintains up-to-date criminal background clearances, education verifications, medical exams, licensing, driving records, etc.; runs monthly exclusion lists; maintains HRIS to ensure compliance with auditing standards.
  • Maintains communications with hiring manager to make sure all required paperwork is received prior to the candidate starting, including but not limited to ensuring references are obtained.
  • Assists the Talent Acquisition Specialist with new hire orientation such as documentation, coordinating IDs, scanning files, etc. Acts as the back up to full orientation.
  • Manages Learning Management System (LMS); resolves employee issues, enters new hires, processes changes, etc.
  • Updates the HR portions of the intranet to reflect announcements, birthdays and anniversaries.
  • Establishes, updates and maintains electronic files, enters appropriate information into the Human Resources Information Systems (HRIS) on all employees. Follows up on outstanding/missing/out-of-date paperwork to ensure legal compliance. Files, archives and purges files as needed.
Compliance
  • Creates and reviews monthly reports in MHP's LMS; notified the Vice President - Compliance & Regulatory Affairs of issues or outstanding training.
  • Tracks and manages the complaint/grievance tracking spreadsheet.
  • Coordinates audits, completes auditing documents and tracking spreadsheets.
  • Coordinates monthly GPS tracking for field-based programs.
  • Adds credentials into MHP's electronic health records system as needed.
General Office Assistance
  • Answers all incoming phone calls and e-mails and forwards to appropriate staff.
  • Orders food, office supplies, etc. as needed.
  • Maintains copiers and postage machines.
  • Provides reception coverage as needed.
  • Acts as liaison with the fiscal department for expenses, insurance and billing questions and issues.
  • Other duties as assigned to fulfill MHP's mission.
Requirements
  • A high school diploma required. Associate's/Bachelor's degree in related field preferred.
  • 2+ years of administrative experience (including internships and volunteer work).
  • Must possess basic computer skills to perform job duties including desktop computing, e-mail, timesheet management, HRIS, internet research, etc. and the ability to learn software applications relevant to your position. Computer proficiency and technical aptitude with the ability to utilize and produce reports on Microsoft Word, Excel, etc.
  • Must be able to work under pressure and meet deadlines while maintaining a positive attitude and providing exemplary customer service.
  • Strong skillsets in oral and written communication, cultural competence, interpersonal relationships and teamwork, attention to detail, customer service, time management, autonomy, problem solving and organization.
  • Effective project and process management skills as demonstrated from past work experience.
  • Ability to maintain confidentiality with compensation data and sensitive HR matters.
  • Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
***Effective November, 15, 2021, all new employees will be required to be fully vaccinated against COVID-19 before beginning employment with MHP. Reasonable accommodations will be considered for those with qualifying medical or religious exemptions.***

PHYSICAL DEMANDS
  • Sit at a desk with ergonomically appropriate equipment for 75% of work day.
  • Lift up to 15 lbs.
  • Frequent talking and listening. Must be able to talk, listen, retain information and speak clearly and accurately; possible exposure to loud and/or vulgar language and hostile gestures, given participant mental health diagnoses and challenges.
  • Ability to maintain regular, punctual attendance and be available for flexible work schedule, including evenings and/or overtime as needed.

Diversity Matters We strongly encourage people of color, members of the LGBTQIA community, veterans, parents, and individuals with disabilities to apply. MHP is an equal opportunity employer and welcomes everyone to our team If you need reasonable accommodation at any point in the application or interview process, please let us know.

ABOUT MHP

Mental Health Partnerships (MHP) seeks to empower individuals with mental health challenges to live full and satisfying lives, based on their specific needs and choices, all while remaining connected to their families, friendships and communities.

MHP offers over 40 services throughout the Greater Philadelphia region and beyond, including Bucks, Chester, Delaware, Montgomery and Philadelphia counties in Pennsylvania.

Salary Description

$17.50 - $19.00/hour