Human Resources Assistant

Description

POSITION SUMMARY:

The Human Resources Assistant performs a wide variety of general functions in the Human Resources Department.  The Human Resources Assistant reports to the Staff Engagement Manager.

SPECIFIC DUTIES:

*HR Assistant specific duties included on this job description will be carved out per HR Assistant*

• Posts job openings internally and externally for assigned open jobs. 
• Screens resumes to verify that applicants meet minimum qualifications for assigned open jobs.
• Communicates with hiring manager/supervisors regarding recruitment and selection process.
• Arranges interview appointments with Supervisors/Managers or panel.
• Screens applicants by phone
• Schedules pre-employment physicals and obtains pre-employment physical results.
• Processes background checks and reference verifications for assigned open jobs.
• Completes new hire documents and meets with new hires to process new hire documents.
• Enters new hire data into HRIS, and files new hire documents in the appropriate new hire files for jobs filled that were assigned.
• Schedules work comp new injury appointments as needed for staff back-up purposes only if needed.

• Prepares turnover/termination, new hire, open positions, performance evaluation, provider open position, and other reports monthly and as needed and assigned.  
• If assigned communicates with school representatives, students, volunteers, and job shadows to discuss potential non-licensed externships and/or other assignments.
• If assigned processes onboarding items to bring on board non-licensed students, volunteers, and job shadows.
• Reviews employee hours and processes pay adjustments for non-exempt employees if assigned.
• Assembles personnel action forms for various reasons that include but are limited to; new hires, status changes, promotions, transfers, merit increases, top of the range bonuses, and leaves of absences as assigned.
• Completes employment verifications if assigned.
• Scan and email to ASI vision benefit provider employee receipts for reimbursements if assigned.
• Process PTO incentive if assigned.
• Participates in new employee orientation by conducting general HR presentations as needed.  
• Assembles job evaluations for new positions and updates existing job evaluations as needed.
• Assembles new hire orientation sheets for new positions and as needed updates new hire orientation sheets as needed and assigned.
• Orders and maintains inventory of employee incentive and rewards items and entertainment and park discounts coupons as needed.  
• Communicates with employees on a pregnancy or baby/child bonding leave of absence to verify the status of their baby delivery to send a card and/or other CMC items.
• Orders a variety of different supplies as needed.

• Summarizes Exit Interview Questionnaire information on a spreadsheet when resignations/terminations are processed as needed.
• Assists with company events as needed.
• Assists with special projects as needed.
• Maintains confidentiality of sensitive personnel infor­mation
• May cover reception desk responsibilities.
• Managing HR email, fax, and mail distribution
• Performs other duties as assigned.

Qualifications

MINIMUM REQUIREMENTS:

• High School Diploma or GED
• 2 years of general clerical or administrative assistant experience.  Human Resources experience is preferred.
• Type 45 wpm; applicant to provide typing certificate
• Proficient with Microsoft Office Outlook, Word, and Excel
• Valid California driver’s license, proof of insurance and personal transportation

PERFORMANCE REQUIREMENTS:

• Knowledge of office procedures, practices, and equipment
• Knowledge of grammar, spelling, and punctuation to type from draft copy, review and edit reports and correspondence
• Knowledge of basic arithmetic to make simple calculations
• Knowledge and understanding of cultural differenc­es
• Ability to read, understand, and follow oral, and written instructions
• Ability to sort and file materials correctly by alphabetic or numeric systems
• Ability to establish and maintain effective working relationships with patients, employees, and public
• Ability to communicate clearly and effectively
• Listens skillfully and displays a willingness and ability to acknowledge the needs, expectations and values of others through the use of reflective listening and empathy conveyance.  Responds to needs in ways that are helpful and beyond expectation.
• Communicate effectively by using welcoming words, proper tone of voice, appropriate body language, eye contact and smiling with every interaction.
• Ability to provide excellent customer service that is reflective of a culture that values trust and respect.

 
TYPICAL PHYSICAL DEMANDS:
Work may require sitting or standing for long periods of time; also stooping, bending and stretching for files and supplies.  Occasionally lifting files or paper weighing up to 25 pounds.  Requires manual dexterity sufficient to operate a keyboard, type at 45 wpm, operate a calculator, telephone, copier and other office equipment as necessary.  Vision must be cor­rectable to 20/40 and hearing must be in the normal range for telephone contacts.  It is necessary to view and type on computer screens for long periods and to work in an environment which can be stressful.
 
TYPICAL WORKING CONDITIONS:
Work performed in office and/or clinic environment.  In­volves frequent contact with other staff. Work may be stress­ful at times. 

Community Medical Centers is an Equal Opportunity Employer. It is CMC’s policy to provide equal employment opportunities to all persons, regardless of age, race, religion, color, national origin, sex, political affiliations, marital status, non-disqualifying physical or mental disability, sexual orientation, membership, or non-membership in an employee organization or on the basis of personal favoritism or other non-merit factors except where otherwise provided by law.

Salary : $19 - $24