Human Resources Assistant

JOB SUMMARY:

Under the direction of the Regional HR Manager, this position is responsible for employee boarding, acting as an employee liaison so that employees feel supported by the HR Department, support of the HR Team communications, employee data integrity, backgroundchecks, I9 processing, emergency planning, pandemic response, and training on administrative HR processes to support the overall Human Resources function within the organization to ensure employees information is processed according to company, state, and federal standards and compliance requirements.

ESSENTIAL FUNCTIONS:

• Employee Boarding - Manage Pre-boarding, On-boarding, and Off-boarding processes including coordinating with Managers, conducting New Hire Orientations, providing scheduling details, required preparation, and an overview of orientation expectations, assisting new employees in completion of new hire paperwork and clarification of company policies, generating Personnel Action Forms and routing them for approval, coordinating exit procedures including scheduling, conducting, and routing Exit Interviews -- to ensure new employees launch into the organization with the best possible opportunity for success and to obtain feedback from exiting employees on areas in which we can improve to reduce future turnover.
• Liaison - Foster and maintain strong working relationships with Managers, new employees, and existing employees, acting as a guide to ensure all questions are answered and resolved in a timely manner -- to build trust in the HR team and organization, serving as a reliable, dedicated advocate.
• Support HR Team communication/processes - Draft general correspondence on behalf of the HR Team including Leave of Absence letters, Performance Improvement Plans, emergency response-related communication, exit information, and Job Descriptions -- to ensure accurate information is provided in a timely manner to employees, which will protect both the employee and the organization.
• Data Integrity -Oversee and maintain accurate employee data in the Human Resources Information System and other databases for the full employment cycle -- to maintain data integrity and validation necessary for all employee-related technology in addition to payroll processing, benefits, EEOC, state and federal reporting requirements, and all other all HR functions.
• Background check - Complete authorized training, allowing coordination of background checks for special projects including Airport Security Badge Training, oversight of data reports for LiveScan, and DOJ -- to support all projects requiring background checks are compliant and timely.
• I-9 - Facilitate training for company representatives on I-9 compliance, requirements, E-verify procedures, and nuances, audit incoming I-9s for accuracy, follow-up on any needed corrections, process completed I9s for employee files to protect the organization from inadvertently hiring an unauthorized employee, to avoid audits and related fees
• Emergency Planning - Designated Emergency Area Coordinator to assist during evacuations, drills, coordinate CPR training, and provide Injury and Illness Prevention Program information as needed.
• Pandemic Response - Outreach to employees utilizing special LOA requests, including applicable payments, to act as the liaison for communication between employees and the company, ensuring the employees feel supported and have the resources they need to navigate the process.
• Training - Train administrative personnel on the importance of and how to utilize and validate data for I9s, E-Verify, section 3, and general HR clerical duties to ensure all team members are knowledgeable, competent, and capable of performing their assigned duties to the highest level of accuracy and internal standards.
• Other tasks and duties as assigned by supervisor and/or upper management

EDUCATION AND EXPERIENCE:

• Effective written and verbal communication skills and effectively communicate what you do and do not know
• Exercises ethical decision making
• Develops, motivates, and inspires others through leading by example and setting clear expectations and directions to self-help tools and resources
• Ability to adapt and thrive in a dynamic, fast-paced environment
• Able to independently learn organizational and institutional culture, processes, and functions
• Innovative and creative critical thinking and problem solving skills
• Demonstrates transparency in communication, problem solving, inquiries, and expectations
• Ensures compliance with all confidentiality and privacy requirements
• Has strong emotional intelligence and personal self-awareness
• Builds strong relationships with internal/external customers and clients through genuine and authentic actions
• Ability to research and take the initiative to self-teach different technology, administrative, and HR skills
• Must have high attention to detail in all actions including written and verbal correspondence, data entry, form reviews, organization of records, documents, files etc., and able to self-check Diligence and efficacy
• Technological skills - at least 60 WPM, tech savvy, comfortable with all Microsoft programs, familiarity with Google Business Suite, able to learn new technologies quickly and adapt to changes in technology requirements
• High School diploma required, HR certification or degree preferred
• At least 3 years of customer service and/or administrative experience handling confidential information

ACCO COMPETENCIES:

• Proactivity / Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one's level/position and with minimal supervision.
• Perseverance: Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• Insight: The ability to gather and make sense of information that suggests new possibilities.
• Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
• Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
• Big Picture: Understands and contributes to organizations' short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success.
• Motivation / Dedication: Commits to excellence in pursuing unselfish goals. Initiates action with collective goals takes responsibility and shows personal humility.
• Technical Curiosity / Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feed, back; demonstrating an openness to learning and change.
• Problem-Solver: Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives.

PHYSICAL REQUIREMENTS:

(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 employee may regularly lift and /or move up to 10 pounds, and occasionally lift and/or move up to 30 pounds.
• Specific vision abilities required by this job include Close vision and Distance vision.
• While performing the duties of this Job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is regularly required to walk and sit; climb or balance and stoop, kneel, crouch, or crawl (for purposes of assisting with project job walks and site inspections).
• The employee is occasionally required to reach above shoulder height to access storage cabinets and shelves.

HOURS:

Monday through Friday beginning between 6:00 am and 7:00 am and ending between 4:00 pm and 5:00 pm, with one hour for lunch. Eight hours per day is required, and occasional overtime may be necessary due to business needs.

TRAVEL:

O - 5% of the time to and from the assigned office location to regional branch offices and/or to project/customer site(s).

Competitive Wage:

$20.43 to $26.56 per hour. Applicants, please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.

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