HUMAN RESOURCES ADMINISTRATIVE ASSISTANT

Duties & Responsibilities

• Acts as receptionist—greets and directs visitors, answers, screens, and directs phone calls, sorts and distributes incoming and outgoing mail, and assists other staff members with office-related tasks.
• Arrives on time each morning to open the agency site, including all HR-responsible entrees, and closes the site at the end of the day.
• Maintains the cleanliness and organization of the front office, workroom, and agency conference rooms.
• Maintains stock of all office supplies and other relevant materials and orders new supplies when necessary.
• Uses and maintains a variety of standard office equipment, including a postage meter, copy machine, VOIP phone system, typewriter, and calculator.
• Manages assignment and tracking of regular, agency-wide training, such as harassment prevention training.
• Regularly updates the organizational directory and distributes to all sites.
• Arranges and schedules meetings as directed for various members of the agency, including the Board of Directors and outside organizations. Moderates the scheduling of agency conference rooms on the Outlook calendar.
• Distributes payroll checks.
• Maintains a variety of records accurately, which may require making simple arithmetic calculations.
• Files materials according to an established filing system; retrieves files and creates new files as required.
• Affords assistance in the preparation of a variety of periodic and special reports, which may require gathering data from several sources, compiling such data, and arranging it into an established format.
• Typing correspondence, forms, schedules, minutes and a variety of other materials from rough drafts or brief notes.
• Completes income verifications, employment verifications, housing authority & disability claims, as needed, and other related requests in a timely manner; may also research information for unemployment claims, as needed.
• Affords assistance and support to other HR staff in matters relating to the agency health care insurance policies or any other HR function as needed.
• Affords assistance and support to the Contracts & Facilities Coordinator with the coordination of facilities maintenance; performs routine office maintenance, including changing light bulbs and troubleshooting malfunctions in office equipment.
• Affords assistance with oral and written translations for the agency, as needed.
• In collaboration with hiring managers and HR staff, assists in the agency recruitment process for all programs. Advertises job postings, prepares interview materials, schedules interviews, corresponds with applicants, conducts criminal background checks, and maintains accurate and confidential physical & electronic records related to each recruitment.
• Affords assistance and support with new-hire orientations and paperwork.

Professional Conduct

• Upholds and follows established policies on confidentiality, program integrity, computer security, and conflict of interest.
• Develops and maintains effective working relationships with other agency staff members and with representatives of outside organizations, including governmental and community organizations and others in regular contact with the agency.
• Communicates effectively and respectfully with people from diverse racial, ethnic and cultural groups and from different backgrounds and lifestyles, and demonstrates a knowledge of and sensitivity to their needs.
• Keeps information in the HR department as highly confidential.

Qualifications

• Required Combination of education and experience sufficient to perform the duties of the job—typical ways to meet this requirement include:
• a bachelor’s degree and some work experience,
• an associate’s degree and some work experience performing related administrative tasks in an office setting,
• an HS diploma or equivalency and 3-5 years of work experience performing related administrative tasks in an office setting,
• experience using standard computer programs such as Microsoft Word and Excel, Google suite, etc.,
• cultural competency and ability to communicate clearly and succinctly in English, orally and in writing,
• experience in and ability to independently organize and manage work to complete assignments accurately and on deadline,
• ability to provide excellent customer service,
• interpersonal skills to work collaboratively and effectively with people from diverse backgrounds,
• ability to analyze information, draw conclusions, and recommend solutions,
• Bilingual English/Spanish preferred.

Knowledge and Skills

• Knowledge of standard office practices and procedures, including answering the telephone, record keeping, and the use of standard office equipment,
• Experience in human resources Bi-literate English/Spanish.

Other Requirements

• Must be able to work at a computer for full workdays;
• some routine lifting and reaching requirements;
• Must have a valid CA Driver’s License for work-related tasks as needed, have access to drive a motor vehicle incidental to this performance of the work and be insured;
• Must pass a criminal background check and maintain a clean record.