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HR Administrative Specialist

2 months ago

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Job Overview

Under the guidance of the Lead HR Generalist, the HR Coordinator will deliver essential administrative assistance to the Human Resources division. This role encompasses various responsibilities including record management, onboarding processes, spreadsheet creation and updates, as well as addressing employee inquiries and concerns.

The job description serves to provide clarity to employees, management, applicants, and external agencies regarding the role's function within the organization, alongside the required skills and responsibilities in relation to other positions. It is important to note that job roles are subject to evolution, and the existence of an approved job description does not restrict normal development and adaptation.

Key Responsibilities:
  • Support the complete recruitment cycle from sourcing candidates to onboarding, which includes screening applicants, scheduling interviews, conducting background checks, processing new hire documentation, and uploading necessary files into the HRIS.
  • Collaborate with the HR Generalist and relevant stakeholders, participating in job fairs as required.
  • Assist in organizing and conducting new employee orientation sessions.
  • Maintain and manage recordkeeping systems, ensuring forms control and personnel requirements are met while implementing necessary changes.
  • Coordinate, monitor, and gather required training sessions in collaboration with the HR Generalist and Training Specialist for both new and existing personnel.
  • Create and preserve historical HR records (both electronic and physical), ensuring compliance with relevant standards.
  • Follow up on interviews and new hires to ensure timely communication and documentation.
  • Initiate communication with appropriate staff regarding annual requirements.
  • Generate and distribute HR reports to various HR and Business teams.
  • Contribute to team objectives by achieving related outcomes as necessary.
  • Adhere to company-enforced HR processes and current employment laws and regulations.
  • Perform additional duties as assigned by the supervisor.
Communication:
  • Engage in a collaborative approach with colleagues to ensure agency compliance.
  • Report significant concerns and issues to the Supervisor promptly, seeking 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 the support staff for assistance.
  • Actively participate in decision-making processes as a proactive team member, supporting the team's decisions, whether they are programmatic or clinical.
  • Provide coverage on-site or as assigned based on agency needs.
  • Attend staff meetings, non-clinical supervision, planned in-service training, ongoing training, and any other regular or assigned meetings.
  • Facilitate the flow of information effectively.
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 advantageous.
  • 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 capacity to manage sensitive and confidential information professionally.
  • Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
Qualifications:
  • Must successfully pass criminal background checks, fingerprinting, and HCWR checks as a prerequisite for employment consideration.
  • Reliable transportation is required, along with maintaining the necessary level of vehicle insurance and a valid driver's license.
  • Willingness to travel to other office locations, if necessary.