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HR Administrative Specialist

2 months ago

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Under the guidance of the Lead HR Generalist, the HR Coordinator will deliver administrative assistance to the Human Resources division, encompassing tasks such as record management, onboarding processes, spreadsheet creation and updates, as well as addressing employee inquiries and concerns.

This job description serves to provide clarity to employees, management including the executive team, applicants, and external agencies regarding the role, its place within the organization, and the required skills and responsibilities in relation to other positions. It is important to note that job roles are subject to change, and the existence of an approved job description does not restrict normal evolution and development.

Key Responsibilities:

  • Support the complete recruitment cycle from sourcing candidates to onboarding, which includes screening, scheduling interviews, processing background checks, handling new hire documentation, and uploading records into the HRIS.
  • Collaborate with the HR Generalist and relevant stakeholders, participating in job fairs as necessary.
  • Assist in organizing and conducting new employee orientation sessions.
  • Maintain recordkeeping systems, manage forms control, oversee personnel requirements, and implement necessary changes.
  • Coordinate, monitor, and collect required training sessions in collaboration with the HR Generalist and Training Specialist for both new and existing staff.
  • Create and maintain historical HR records (both electronic and hardcopy), ensuring compliance with relevant standards.
  • Follow up with candidates and document interviews and new hires when no response is received.
  • Initiate communication with relevant personnel when annual reviews are due.
  • Generate and distribute HR reports to various HR and Business teams.
  • Contribute to team objectives by achieving related results as necessary.
  • Adhere to company-enforced HR processes and current employment laws and regulations.
  • Perform other duties as assigned by the supervisor.
Communication:
  • Engage in a collaborative approach with colleagues to ensure agency compliance.
  • Report critical issues and concerns to the Supervisor promptly and seek their input and assistance in resolving these matters.
  • Follow the established chain of command when addressing problems or other areas of need.
  • Solicit and cooperate with support staff as needed.
  • Actively participate in decision-making processes as a proactive team member and align with the team's decisions, whether they are programmatic or clinical.
  • Provide coverage on-site or as assigned based on agency needs.
  • Attend staff meetings, nonclinical supervision, planned in-service training, ongoing training, and any other regular or assigned meetings.
  • Facilitate the flow of information within the team.
Education: A minimum of a High School Diploma or equivalent is required; a Bachelor's Degree in HR, Business Administration, or a related field is preferred.

Experience:
  • At least 2 years of experience in office administration, demonstrating leadership capabilities.
  • Familiarity with operational, quality assurance, and human resource procedures and regulations is ideal.
  • 1-3 years of relevant administrative work experience.
  • Ability to self-motivate and work independently in a fast-paced and dynamic environment.
  • Exemplary integrity with the ability to manage sensitive, confidential information professionally.
  • Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
Qualifications:
  • Must successfully pass criminal records check, fingerprinting, and HCWR check as a prerequisite for employment consideration.
  • Must possess reliable transportation, maintain the required level of vehicle insurance, and hold a valid driver's license.
  • Willingness to travel to other office locations, if necessary.