HR Administrative Assistant

PRINCIPAL DUTIES AND RESPONSIBILITIES:

1. Serve as HR Information System (HRIS) Administrator to manage human resource data processes and enable managers to benefit from HRIS modules and related tools.*
   1. Manage databases and reports, initiate process improvements in utilizing HRIS to maximize the accuracy, effectiveness and value of HRIS’ applicant tracking systems and reports and other data.
   2. Ensure timeliness of time-sensitive uploads of data to HRIS needed for payroll and benefits.
   3. Ensure that HRIS processing tools for HR Department, employee, and manager self-service solutions are updated, maintained, and functioning properly; manage HRIS modules for maximum usage and benefit.
   4. Maintain government reporting and compliance data and reports.
   5. Arrange for training, customer support, and password resets for end-users; troubleshoot system problems with assistance from vendor.
   6. Develop and provide HRIS trainings for end-users, including presentations and accompanying hand-outs and training materials.
2. Assist in administration of the Relias Learning training database, including enrollment and course completion records; provide answers to questions and overall support to users and instructors.*
3. Support the HR talent acquisition and staff management functions.*
   1. Respond to routine inquiries from staff and the public on employment, processes, policies and procedures, established benefit programs and, when required, refers inquiries/call to other staff for reply.
   2. Maintain controls on deadlines for status changes, performance evaluations, salary increases, fingerprint and health clearances, credentials and licenses; monitor personnel files to ensure continued licensing, certification, accreditation and other Agency requirements.
   3. Maintain all personnel files and other HR files in a manner that protects employees’ rights to privacy and assures that confidential information is not revealed to any party who does not have a right to access such information.
4. Support the benefits and labor relations functions.*
   1. Create, prepare, and revise materials for new employee orientation; serve as back-up facilitator for orientation.
   2. Track and follow up on incomplete documents; process change-of-status paperwork.
   3. Respond to routine inquiries from staff on processes, policies and procedures relating to established benefit programs, training, and initial employee concerns and issues, referring inquiries/calls to other staff for reply, when required.
   4. Assist in developing written policies/procedures, guidelines, manuals and timely updates.
   5. Assist the HR department to update and maintain all HR information posted on the Momentum Intranet and on company premises.
5. Provide general administrative support to the HR department.*
   1. Compose correspondence, develop forms, prepare presentation materials, and generate reports.
   2. Work collaboratively with the HR team to provide project support and meet other deadlines.

OTHER DUTIES AND RESPONSIBILTIES:

1. Attend community, Agency, team trainings meetings, and events.*

KNOWLEDGE, SKILLS AND ABILITIES: (Essential = E / Desired = D)

1. Associate’s degree or graduation from a recognized business school with a degree in business or related discipline and a minimum three years’ progressively responsible administrative support or office management experience. (E); additional experience may be substituted for the preferred degree on a year-to-year basis. (E)
2. Minimum two years’ experience in Human Resources or Personnel functions handling confidential, time-sensitive information and documents. (E)
3. Proven typing speed of 40 net wpm (E); 50 net wpm (D); HRIS experience, preferably with ADP’s HRB (E); computer literacy; use MS Office applications (Word; Excel; Outlook) and Windows-based databases at an intermediate level (E); familiarity with UNIX-based databases. (D)
4. Familiarity using and maintaining a variety of common office equipment, such as fax machines, computer printers, photocopiers, and multi-line phone systems. (E)
5. Effective oral and written communication skills, including appropriate English grammar, spelling and punctuation; legible handwriting or printing; proof and edit others’ and own work. (E)
6. Demonstrated task management and execution skills and the ability to:
   1. Multi-task in an interrupt-driven environment; maintain timelines and deadlines; (E)
   2. Adapt to changing systems, methods, and environments; (E)
   3. Employ principles, practices, methods, and technology of office management and personnel administration; (E)
   4. Stay calm and reassuring in stressful situations and with agitated individuals in person and on the phone; (E)
   5. Work with minimal supervision, organize for effective task completion, and demonstrate resourcefulness in completion of tasks; (E)
   6. Recognize, investigate, troubleshoot, and resolve problems; know when to escalate issues; (E)
   7. Respect and maintain confidentiality of all sensitive documents, records, discussions and other information generated in connection with activities conducted in, or related to, employee information and make no disclosure of such information except to the HR Director in the conduct of business; (E)
   8. Work effectively with persons of different value systems, ethnicity, cultural backgrounds, language capabilities, and disabilities; (E)
   9. Exhibit exemplary customer service, compassion, and care in the execution of all duties and interactions. (E)
7. Special Requirements: None.
8. A valid California Driver License, with access to a reliable vehicle/for driving a company vehicle, current proof of auto liability insurance, and a clean DMV record. (E)
9. Physical requirements needed to perform the essential functions of this job, with or without accommodation: (E)
   1. Hearing and talking on telephone and in person; standing, walking, sitting, pinching and finger flexion are required constantly (over 2/3 of the workday); (E)
   2. Lifting, carrying, pushing, pulling, bending, stooping, crouching, and kneeling are required occasionally (under 1/3 of the workday); (E)
   3. Balancing, climbing and crawling are generally not required.