HR Assistant at Catholic… · San Jose

POSITION SUMMARY:

Under general supervision, performs a variety of administrative duties relating to personnel functions and programs to support the day-to-day operations of the Human Resources Department. The HR Assistant works closely with finance and other departments to provide a customer focused and effective HR support service to achieve organizational goals and objectives.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Serves as the initial point of contact to the HR team; provides customer service, both in-person and by telephone or email, by answering employee requests and questions and directing them to the correct HR personnel.
• Serves as the primary administrator of request ticketing system. Reviews all submitted request and route requests to appropriate HR personnel.
• Performs a variety of general office support duties; makes copies; maintains calendar of activities, meetings, and various events for assigned staff; processes mail including receiving, sorting, time stamping, logging, and distributing incoming and outgoing correspondence and packages; order and maintain office supplies; assist or prepare HR correspondences.
• Maintains high quality and accurate personnel files records in accordance with privacy, state, and federal requirements and HIPPA regulations; performs paper and system audits as necessary.
• Verifies and ensure timely completion of I-9 documentation and maintains binders.
• Processes and inputs data into HRIS, with focus on general employee maintenance data.
• Maintains employee records in Learning Management System.
• Assists employees with request for HRIS and/or LMS password resets.
• Process routine EDD paperwork for unemployment claims.
• Assists with new hire packet preparation, presentation and set-up of Human Resources programs, including but not limited to: Employee Orientation, Employee Appreciation, Agency Events, HR Flyers, Open Enrollment and Leadership University.
• Assists with HRIS projects including routine and ad-hoc reporting, and module set-up.
• Responds to requests for verification of employment.
• Provides occasional backup support of agency recruiting efforts by serving as advertising or posting of job vacancies (both internal and external), sourcing and screening candidates and interview scheduling.
• Administers the tuition reimbursement and employee referral program.
• Manages all tasks related to the photo ID system for the purpose of proper identification for all staff, volunteers and contractors. Ensures all staff photos are uploaded into HRIS.
• Assists with HR projects (meetings, trainings, surveys etc) and take minutes.
• Performs other tasks and duties as assigned by the Human Resources Executive and/or Manager.

QUALIFICATIONS:

EDUCATION AND EXPERIENCE

• Associate degree in business, human resources or related field or 3-5 years administrative work.
• Must have minimum of two years administrative support work,.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to work independently, prioritizing and organizing workload to meet deadlines.
• Excellent communication, customer service interpersonal, relationship building, consulting, teamwork and leadership skills.
• Ability to maintain strict confidentiality regarding all employee issues and concerns.
• Strong organizational and project management skills and attention to detail are a must.
• Strong ability to multi-task and respond effectively to changing priorities and demands.
• Agile critical thinking and problem-solving skills.
• Passion for tackling new challenges and learning new skills.
• Strong proficiency using Internet resources, email, Microsoft Office (Word, Excel, PowerPoint).
• Experience with HR tools and programs preferred.

PHYSICAL REQUIREMENTS

• Ability to sit or stand for periods of time, use a computer, telephone, lift files and other materials in and out of cabinets or storage and stooping.
• Ability to lift up to 30 pounds on an occasional basis.
• Must be able to transport self between multiple locations.

OTHER QUALIFICATIONS:

• Criminal background check via Live scan fingerprint.
• Must have TB test performed and submit results.
• Automobile, valid driver’s license and auto insurance per agency policy; or have access to reliable transportation.

WORKING CONDITIONS:

• Work will be conducted in a shared office setting.

HOURS AND OTHER CONDITIONS:

• Standard office hours are Monday through Friday, from 8:00 a.m. to 5:00 p.m.
• This position is a full-time, non-exempt position. Infrequent evenings or weekends may be required.

This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant. Because of a need to remain responsive to the needs of our clients and our Agency’s operations, responsibilities may be modified at any time.

Catholic Charities is a non-profit, non-discriminatory service organization and employer. We do not discriminate on the basis of race, color, national origin, religion, sex, age, sexual orientation or disability. Persons seeking employment are entitled to freedom from harassment and retaliation and reasonable accommodation for qualified disabilities.