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General Scope of Responsibilities: Under general supervision, the Human Resources Assistant performs for a variety of administrative duties related to the support of the Human Resources Department; including but not limited to new hire onboard processing, benefit administration, recruitment, employment record maintenance and other duties as assigned.
Specific Types of Job Duties:
(This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties lists or may perform related duties as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.)
Administrative
? Support Human Resources department by performing general clerical and administrative tasks.
? Maintain system of periodic Performance Appraisal notifications to all supervisors, including both annual and introductory periods, keeping the Director of Human Resources abreast of the status of overdue appraisals. Receive, process and maintain employee Performance Appraisals records.
? Track and monitor compliance documents as directed such as training completions, Conflict of Interest forms and updated policy acknowledgments.
? Monitor DMV pulls and invoice reconciliation.
? Set up, maintain and update Employee Personnel Files and related documents.
? Maintain system of Employee Recognition and send notifications/awards to all supervisors.
? Maintain employee birthday list and distribute appropriately.
? Process employee leave of absences, including but not limited to FMLA, CFRA, ADA, State-specific related leaves and Workers’ Compensation leaves.
? Assist with updating Human Resources policies as needed.
? Assist with the planning and execution of special events such as benefits enrollment, organization-wide meetings, Annual Picnic, etc.
? Conduct annual auditing for employment files.
? Generate ad hoc reports as needed.
Recruitment
? Assist in all phases of the recruitment processes from posting to hiring of staff.
? Maintain position tracking system and producing HR reports on staffing.
Onboarding
? Input new employee information, including benefits enrollments and benefit changes, benefit plan changes, compensation and employee changes, in PR/HR database program.
? Create new positions/job titles in ADP.
? Create “Job Change” codes with reasons when existing codes do not apply to current change on PAF.
? Create new employee profiles and send instructions on self-registration and update Accounting Assistant on benefits for Health Payable Spreadsheet.
? Provide back-up support to New Employee Orientation.
? Coordinate bilingual testing for new employees.
Benefits
? Provide support during the annual open enrollment period for the renewal of employees’ health benefits.
? Provide census information to Agency broker to assist in annual determination of premium rates.
? Create new policies for benefits when new providers or changes in existing providers occur for open enrollment.
? Process benefits enrollment changes and manual enrollments.
? Respond to employee benefits inquiries and issues such as adding or deleting dependents, obtaining missing information, etc.
? Review the CalPERS actuarial report for contribution & survivor changes for employee and employer rates; update policy in ADP, call ADP and have the mainframe updated for correct calculations on earnings for processing, update staff on changes.
? Reconcile benefit invoices.
? Manage FSA and HSA for new employees by uploading information to P&A Group and provide information to Payroll Coordinator.
? Enter and update CalPERS events. Enroll new hires into CalPERS.
Other Duties
? Assist in employee relations, including participation in investigations and employee terminations.
? Lead and/or participate in meetings as directed.
? Assist in interviewing candidates when additional interviewers are needed.
? Answer frequently asked questions from applicants and employees relative to standard policies, benefits, hiring process, etc.; refers more complex questions to the appropriate person.
? Perform other duties as assigned.
Minimum Employment Standards:
Educational and Experiential Requirements: Applicants must have:
? Graduation from high school or equivalent
? Five years of increasingly administrative work experience, preferably in a Human Resources environment. Experience must also include the use of spreadsheet and word processing software. An Associate’s Degree in human resources, business administration or a similar field may be substituted for two years of experience.
? Certification through HR Certification Institute (PHR, PHRca or SPHR) and/or Society for Human Resource Management (SHRM-CP or SHRM SCP) is strongly preferred.
Knowledge and Abilities:
? Knowledge of State and Federal employment laws and practices.
? Knowledge of personnel policies and procedures.
? Ability to review and post to recruiting websites, operate a computer and enter data accurately.
? Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
? Ability to interact effectively with people from diverse cultures.
? Maintain strict adherence to all confidentiality laws.
? Ability to speak and write in an effective manner.
? Ability to complete duties in a timely manner, detail oriented, and multi-task.
? Requires ability to perform a variety of human resources and tracking functions, including data entry and creating required reports.
Other Requirements:
? This position requires extensive sitting in office settings, for meetings and travel.
? Frequent walking, standing, and occasional lifting of up to 40 lbs with occasional bending, stooping, reaching and stretching to complete work duties is required.
? Adequate manual dexterity and coordination for operation of an automobile, computer and other standard office equipment is required for this position.
? Hearing and vision corrected to normal range.
? Computer literacy with Microsoft/Windows environment.
? Any of the above with reasonable accommodation.
? Reliable form of transportation, possession of a valid driver’s license and minimum vehicle insurance as prescribed by law, or the ability for independent transportation.
? Travel is not normally a requirement of this position but occasionally may be necessary including overnight.
This position requires the ability to work under pressure of deadlines and a fast-paced environment and to cope with complex and often stressful situations.
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