Supervisor: Human Resource Manager

Location: Administration Building

FLSA:  Non-Exempt

Summary

Under the direction of the Human Resource Manager a Human Resource Associate is expected to be a conceptual thinker with superb organizational and time management skills. You must be reliable and should accurately follow instructions with the ability to multitask and acclimatize in a fast-paced environment. To ensure success, Human Resource Associate should display remarkable conflict management and decision-making skills with a solid understanding of employee relationships, staffing management, and payroll and benefits administration. Top candidates will be superb at problem-solving, efficient in scheduling and precise in the recruitment process.

  • Support all internal and external HR related inquiries or requests.
  • Maintain digital and electronic records of employees.
  • Serve as point of contact with benefit vendors and administrators.
  • Assist with the recruitment process by identifying candidates, performing reference checks and issuing employment contracts.
  • Maintain calendars of the HR management team.
  • Oversee the completion of compensation and benefit documentation.
  • Assist with performance management procedures.
  • Schedule meetings, interviews, HR events and maintain agendas.
  • Coordinate training sessions and seminars.
  • Perform orientations and update records of new staff.
  • Produce and submit reports on general HR activity.
  • Complete termination paperwork and exit interviews.
  • Keep up-to-date with the latest HR trends and best practices. Perform administrative work, including scheduling, maintaining file and sorting mail for the Human Resource department
  • Provide general administrative and clerical support including mailing, filing, scanning and faxing
  • Perform initial telephone screens of candidates as determined by Human Resource Manager.
  • Assist with reconciliation of outstanding invoices with A/R
  • Upload invoices to shared drive in folders
  • Conduct reference checks, background check and criminal background check on potential employees
  • Organize and maintain Human Resources personnel records
  • Track record new hires, transfers, terminations and changes in job classifications
  • Organize, maintain and monitor accident activities and records
  • Ensure employees are in compliance with Department of Transportation (DOT) standard
  • Orients new employees by providing orientation information packets; reviewing company policies, explaining and obtaining signatures for benefit programs
  • Open, sort and distribute incoming correspondence
  • Serve as an information source for employee questions related to hiring, open positions and benefits
  • Perform data entries and create spreadsheets
  • Prepare and modify documents including correspondence, reports, drafts, memos and emails
  • Ensure accuracy in payment of insurance premiums by reviewing policy members
  • Create and prepare event material in a timely manner (to be completed 3 days prior to event)
  • Create and post job openings internally and externally
  • Maintain confidentiality of pertinent information to assure personnel rights are protected at all times

HR Assistant Requirements:

  • 2 years of experience as an HR Assistant (essential).
  • Exposure to Labor Law and employment equity regulations.
  • Effective HR administration and people management skills.
  • Full understanding of HR functions and best practices.
  • Excellent written and verbal communication skills.
  • Works well under pressure and meets tight deadlines.
  • Highly computer literate with capability in email, MS Office and related business and communication tools.
  • Fantastic organizational and time management skills.
  • Strong decision-making and problem-solving skills.
  • Meticulous attention to detail.
  • Ability to accurately follow instructions

Secondary Functions

Reliable transportation. Ability to perform duties on some weekday evenings and weekend days when required. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Coordinates with Transitional Subsidized Employees organizations and place workers as needed. Ability to interpret a variety of instructions furnished in written, oral, or schedule form. Answer phones and route incoming calls. Serve as back-up to other HR representatives and/or managers in their absence. Perform other duties as necessary.  May be required to work late evenings, Holidays and/ or weekends. Overtime must be approved by direct supervisors.

Minimum Qualifications – Knowledge, Skills and Abilities Required

Must be 18 years of age or older. Bachelor’s degree in related area or the equivalent combination of relevant education and experience. Must complete live scan/background clearance. TB Clearance required. Knowledge of basic computer skills. Fosters Teamwork. Management Proficiency. Promotes Process Improvement. Must be able to build relationships. Organizational astuteness. People Skills. Ability to retain employees. Ability to work effectively under stressful situations. Ability to exercise initiative and sound judgment and to react with discretion under varying conditions. Demonstrate a high degree of integrity and ethical standards and judgement. Ability to communicate effectively, both written and orally. Working

knowledge of benefits analytics and administration, including FMLA, HIPAA, COBRA, LOA, interactive process. Working knowledge of FLSA regulations.  Demonstrates/working knowledge of California state and federal employment laws and regulations. Working knowledge of California worker’s compensation laws. Working knowledge of HR Information systems

Non-Essential Qualifications

  • Familiarity with homelessness and related issues

Environmental Conditions (Working Conditions)

May be exposed to aggressive/hostile employees, landlords and/or clients. must work in conjunction with other collaborative staff members; There is some responsibility to work in noisy environments; must be able to work effectively and produce quality work under pressure. This position is exposed to multiple tasks and must work with many different partners and Management. While driving to trainings or performing other duties there may be exposure to weather conditions prevalent at the time, noise, moving vehicles, high crime rate areas, odors, fumes, pollen etc.

Physical Requirements

Light physical effort which may include occasional light lifting (15lbs), and some reaching, bending, stooping, walking, squatting, listening, typing and driving.  A great portion of the day requires sitting, standing, carrying equipment/charts/documents, walking, driving, reading, writing and communicating or a combination of the above.

Mental Requirements

The incumbent has to be able to perform effectively under any and all of the following: unpredictable situations, crises, constant distractions, interruptions, uncontrollable changes in priorities/work schedules; be able to process information, think and conceptualize. Must be able to deal with personal trauma that may be triggered effectively.