HR Administrative Specialist

2 weeks ago


Chicago, Illinois, United States Carolina Therapeutic Services Full time
Job Overview

Under the guidance of the Lead HR Generalist, the HR Coordinator will deliver administrative assistance to the Human Resources division. This includes, but is not limited to, maintaining records, facilitating onboarding processes, generating and updating spreadsheets, and addressing employee inquiries and concerns.

This position aims to provide clarity to employees, management, applicants, and external agencies regarding the role, its significance within the organization, and the necessary skills and work expectations in relation to other positions. Job descriptions are subject to evolution, and the existence of an approved job description is not meant to restrict normal development and change.

Key Responsibilities:
  • Support the complete recruitment cycle from sourcing candidates to onboarding, which involves screening applicants, scheduling interviews, conducting background checks, processing new hire documentation, and other related activities.
  • Collaborate with the HR Generalist and other relevant parties, participating in job fairs as necessary.
  • Assist in organizing and executing new employee orientation sessions.
  • Maintain recordkeeping systems, manage forms control, oversee personnel requirements, and implement necessary changes.
  • Coordinate, monitor, and collect required training sessions with the HR Generalist and Training Specialist for both new and existing staff.
  • Create and preserve historical human resource records (both electronic and hardcopy), ensuring compliance with applicable standards.
  • Follow up with candidates and document new hires when responses are not 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 needed.
  • 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 other employees to ensure compliance across the agency.
  • 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 areas of need.
  • Solicit and collaborate with all support staff as necessary.
  • Actively participate in decision-making processes as a proactive team member and support the team's decisions, whether they are programmatic or clinical.
  • Provide on-site coverage 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 effectively.
Qualifications:

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:

  • A minimum of 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 related 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.

Additional Requirements:

  • Must successfully pass a 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.


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