HR Assistant

Human Resources Assistant

GENERAL STATEMENT OF DUTIES

The Human Resources Assistant is responsible for providing administrative and operational support to the Human Resources Department while assisting with various office administration functions. This position plays an essential role in supporting recruitment, onboarding, employee engagement initiatives, employee record maintenance, compliance activities, and staff development efforts. The HR Assistant must demonstrate exceptional attention to detail, maintain confidentiality, and provide excellent customer service to employees and applicants. The HR Assistant will report directly to the Chief Human Resources Officer.

This is a full-time, non-exempt, benefit-eligible position.

PRIMARY DUTIES AND RESPONSIBILITIES

• Supports the onboarding process for new hires including, but not limited to:
• Scheduling interviews and onboarding appointments.
• Conducting background check appointments.
• Collecting I-9 forms and all pre-employment documentation.
• Accessing and entering information into applicable State databases and websites.
• Managing and tracking all required employee clearances and background checks.
• Preparing and communicating new hire orientation schedules and dates.
• Complete DMV checks on an as needed basis.
• Track PPDs, SCRs, and other required pre-employment screenings.
• Participate in weekly program meetings to discuss the status of applicants and staffing needs.
• Assist during new employee orientation, including preparation of packets/forms, ID badges, time clock setup, and Paycom overview.
• Create and maintain employee personnel files and ensure accurate HR recordkeeping.
• Assist with group interviews and recruitment activities as needed.
• Support employee engagement initiatives, employee recognition programs, staff appreciation events, and agency-wide communication efforts.
• Assist with scheduling employee training and maintaining training records.
• Support benefits administration and employee information updates.
• Assist with employment verifications and other employee-related documentation.
• Maintain onboarding, training, and compliance tracking spreadsheets and databases.
• Monitor and follow up on expiring certifications, licenses, and mandatory training requirements.
• Respond to employee inquiries and provide administrative HR support while ensuring confidentiality.
• Prepare reports, correspondence, and HR-related documentation as requested.
• Assist with employee surveys and engagement activities to promote a positive workplace culture.
• Coordinate HR projects and special assignments as directed.
• Maintain organized electronic and physical filing systems.
• Serve as a resource to employees regarding agency policies and procedures.
• Demonstrate a willingness to become certified and serve as a CPR and SCIP Instructor/Trainer to provide training and support for agency employees.
• Perform other duties and responsibilities as assigned.

MINIMUM REQUIREMENTS

• Excellent communication, interpersonal, and organizational skills.
• Strong attention to detail and accuracy in maintaining employee records and documentation.
• Ability to solve problems, prioritize tasks, multitask, and work independently with minimal supervision.
• Excellent computer skills with proficiency in Microsoft Word, Excel, Outlook, and other HR-related software systems.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Strong customer service skills and the ability to build positive working relationships with employees at all levels of the organization.
• Ability to adapt to changing priorities and work in a fast-paced environment.
• Willingness to obtain certification and serve as a CPR and SCIP Trainer for agency staff.

MINIMUM QUALIFICATIONS

• High School Diploma or GED with three (3) or more years of general office experience.
• One (1) year of Human Resources experience preferred.
• Experience working in a healthcare, nonprofit, or human services setting is a plus.
• Valid New York State Driver's License.

WORKING CONDITIONS

• Shared indoor office environment.
• Sitting for extended periods of time.
• Frequent use of telephone, computer, and keyboard.
• Occasional local travel to agency locations and training sites.
• Interaction with employees, applicants, and external agencies on a regular basis.