Career Opportunity : HR Assistant
Under the direct supervision of the Director of Talent and Culture, this position provides administrative for the Department of Human Resources. In addition to administrative support, this position performs duties such as data entry and filling, review materials prepared by staff, assist with mailings and working on special projects, drafts correspondence and assemble highly confidential and sensitive information. Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures; carries out all job responsibilities with fidelity and accountability to the Agency’s Mission, Vision, Values, Guiding Principles and Strategic Plan.
RESPONSIBILITIES & DUTIES
1.1 Exercises full compliance with the Agency’s Code of Conduct, all Agency policies and procedures and Federal and State laws and regulations. (Non-violence, Social Responsibility)
1.2 Analyzes and updates current policies and procedures to ensure consistency, efficiency and accuracy. (Growth and Change)
1.3 Screens incoming phone calls, delivers messages as needed. (Non-violence, Social Responsibility, Open Communication)
1.4 Completes all necessary paperwork with new hires, including I-9’s, in accordance with all regulatory requirements. (Non-violence, Social Responsibility, Open Communication)
1.5 Maintains I-9 filing system, active and terminated, in accordance with regulatory requirements. (Non-violence, Social Reasonability)
1.6 Conducts all necessary background checks on new hires in accordance with all regulatory requirements to include fingerprinting, criminal background checks, NYS SCR database checks, MVR/LENS, exclusion screening and reference checks. (Non-Violence, Open Communication)
1.7 Maintains and updates database associated with exclusion screening, fingerprinting, MVR checks, SCR database checks. (Non-violence, Social Responsibility)
1.8 Maintains the Agency’s photo ID system to include processing of staff, volunteer and intern ID’s, activation and deactivation as needed. (Social Responsibility)
1.9 Follows the Agency’s Emergency Preparedness Plan and follows any directives regarding behavior in situations that involve client disturbances. (Non-violence, Social Responsibility)
1.10 Exercises full compliance with the Justice Center’s Code of Conduct for Custodian’s of People with Special Needs. (Non-violence, Social Responsibility, Emotional Intelligence)
2.0 Sustained/Future Positive Impact
2.1 Assists the Director of Talent and Culture with all projects associated with the Human Resources department, including internal and external committees, task forces and special initiatives. (Social Responsibility, Growth and Change)
2.2 Prepares policy manuals, benefit packets and personnel files for HR Orientation. (Social Responsibility, Growth and Change)
2.3 Develops correspondence, gathers data, generates reports and prepares materials. (Open Communication, Social Responsibility)
2.4 Exercises daily decision-making, problem-solving and ongoing task prioritization. (Emotional Intelligence, Non-violence)
2.5 Develops agendas for Human Resources meetings. (Open Communication, Social Responsibility)
2.6 Attends and takes minutes at all HR meetings as well as any other committees as required or directed. (Open Communication, Social Responsibility)
2.7 Establishes and maintains files for new hires. (Open Communication, Social Responsibility)
2.8 Participates in special projects as assigned. (Social Responsibility, Growth and Change)
3.0 Cultural Sensitivity
3.1 Maintains a climate that attracts, maintains, and motivates a diverse group of high quality
staff. (Emotional Intelligence, Social Responsibility)
3.2 Demonstrates, promotes and practices cultural competency toward clients and staff through respect and
understanding achieved through training and Agency cultural activities. (Emotional Intelligence, Non-
4.0 Honor Individual Journeys
4.1 Maintains confidentiality and acts with discretion regarding sensitive information. (Non-violence)
4.2 Verifies staff member’s education, license, and certification and enters into HRIS system. (Open Communication)
5.0 Fiscal Responsibility
5.1 In conjunction with the Director of Talent and Culture, prioritizes appointments and tracks important contacts. (Open Communication, Social Responsibility)
5.2 Processes purchase orders for administrative purchases as needed. (Open Communication, Non-violence)
5.3 Reconciles corporate credit cards for the Director of Talent and Culture, the Talent and Compensation Manager and the Benefits and HRIS Manager. (Social Responsibility)
6.0 Family Driven / Youth Guided
6.1 Assists management in the delivery of the Sanctuary model aligning operational areas with values of
the model. (Growth and Change, Social Responsibility)
7.0 Collaborative Relationships
7.1 Acts as intermediary between the Human Resources department and Agency staff.
(Non-violence, Open Communication)
7.2 Assists the Benefits and HRIS Manager with HR Orientation. (Social Responsibility, Growth and Change)
7.3 Assists with planning and organizing events as needed. (Growth and Change, Democracy)
7.4 Assists the Talent and Compensation Manager and Benefits and HRIS Manager as needed. (Social Responsibility)
7.5 Assists Facility Operations with the scheduling of new hires for driver’s orientation. ( Social Responsibility)
7.6 Cooperates and collaborates with program staff, volunteers and other agency staff when necessary. (Democracy, Open Communication, Growth and Change)
7.7 Opens, reads and distributes mail. (Open Communication, Social Responsibility)
7.8 All other duties as requested by supervisor requiring comparable skills and knowledge. (Social Responsibility, Growth and Change)
EDUCATION: Associates Degree in Office Technology or related field.
EXPERIENCE: 2-4 years Administrative experience with strong computer experience and demonstrated proficiency in Microsoft Office, including Excel, Power Point, Word and Access. Experience working in Human Resources and working with web-based applications is preferred.
SKILLS: Strong computer skills, flexibility, excellent interpersonal skills, strong project coordination, the ability to work well with all levels of staff and management as well as with outside clients and vendors. Must be able to work within a fast paced team environment and prioritize tasks in the face of conflicting priorities.
REQUIREMENTS: Valid NYS driver’s license.
WORKING CONDITIONS AND PHYSICAL DEMANDS: Work is performed primarily in a standard office environment. Work entails continuous use of verbal and written communication, customer contact and ability to manage multiple concurrent tasks. Work frequently involves confidentiality, reasoning, mathematical calculations, and detail. Work involves working alone, as well as working closely with others.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The following lists physical demands an employee will perform on a regular basis: sitting, viewing a computer monitor, typing/keyboarding, reading, handwriting, talking and hearing, walking, standing, talking on the phone. Approximately 50% of time is spent sitting, while frequently required to walk, stand and bend. Must be able to talk and hear well. Good vision is imperative.
The following lists physical demands an employee may perform on an occasional basis: lifting an average weight of 20 lbs., crouch/knee/stoop/crawl and reach with hands and arms.