Human Resources Assistant

Department: Office

Employment Type: Full Time

Location: Los Angeles

Reporting To: Vickie Munoz

Compensation: $45,000 - $55,000 / year

Description

• Assists all department personnel and clients.
• Maintains personnel files and records including archiving at year end.
• Assists with storage of all HR files, both physically and electronically.
• Maintains orientation materials and supplies, and ensures they are kept up-to-date.
• Assists with Sage People (HRIS) data entry for various transactions including new hire, termination, and change of status for Los Angeles division.
• Assists with ensuring that personal information is accurate, headcount is appropriately tracked, and documentation is in place.
• Assists HR Manager with Applicant Tracking, including opening and closing all active job requests, applicant tracking all qualified applicant.
• Facilitates onboarding of new hires which includes accurate data entry into Sage People.
• Assists with scheduling new hires for PC training and Benefits orientation. Coordinates with Network Technology and HR Manager to ensure all new hires receive appropriate training and/or materials.
• Produces reports including audits, absence reports, time and attendance, etc.
• Assists with distribution and coordination of leave outside of PTO.
• Provides support during the bi-annual Performance Evaluation process, including tracking returned evaluations, and following up with department managers as needed to ensure that reviews are returned in a timely manner.
• Assists with employment verification requests.
• Performs general administrative duties including answering phones and generating correspondence.
• Assists with department special projects and events.
• Assists in various data auditing functions.
• Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others.
• Complies with and understands Company operation, policies and procedures.
• Performs other related duties as assigned.

Key Responsibilities

• Coordinate logistics for new hire orientations and employee training sessions. 
• Maintains personnel files and records including archiving at year end. 
• Assists with storage of all HR files, both physically and electronically. 
• Maintains orientation materials and supplies, and ensures they are kept up to date. 
• Assists with Sage People data entry for various transactions including new hire, termination, and change of status for New York and other US divisions, maintaining accuracy of HRIS. 
• Assists with ensuring that personal information is accurate, headcount is appropriately tracked, and documentation is in place. 
• Assist HR department with the hiring process, including submitting job postings online and scheduling candidate interviews. 
• Assists HR Manager with Applicant Tracking, including opening and closing all active job requests, applicant tracking all qualified applicant. 
• Facilitates onboarding of new hires which includes accurate data entry into Sage People. 
• Assists with scheduling new hires for PC training and Benefits orientation. Coordinates with Network Technology and HR Manager to ensure all new hires receive appropriate training and/or materials. 
• Produces reports including audits, absence reports, time and attendance, etc. 
• Assists with distribution and coordination of leave outside of PTO. 
• Maintains compliance with federal, state and local employment laws and regulations. 
• Assist with employment related inquiries from applicants, employees, and supervisors, referring complex and/or sensitive to the appropriate staff. 
• Provides support during the bi-annual Performance Evaluation process, including tracking returned evaluations, and following up with department managers as needed to ensure that reviews are returned in a timely manner. 
• Prepares expense reports and check requests for department. 
• Responsible for preparation of annual Holiday Calendar company wide. 
• Assists with employment verification requests. 
• Performs general administrative duties including answering phones, sorting mail for the HR Department and generating correspondence. 
• Reserves and sets up conference rooms and PC training rooms as needed. 
• Assists with department special projects and events. 
• Assists in various data auditing functions. 
• Demonstrates effective interpersonal, written and verbal communication skills to facilitate effective work relationships with others. 
• Complies with and understands Company operation, policies and procedures. 
• Supporting senior management in all divisions when needed. 
• Performs other related duties as assigned. 

Skills Knowledge and Expertise

• Excellent verbal and written communication skills. 
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to act with integrity, professionalism, and confidentiality.
• Thorough knowledge of employment-related laws and regulations, Federal and California State specific.
• Proficient with Microsoft Office Suite or related software.
• Proficiency with or the ability to quickly learn the organization’s HRIS, attendance and payroll systems.
• Relevant industry experience (either directly or indirectly).
• Team player, able to work with all levels of staff in a dynamic environment.
• Comfortable in a results-driven workplace.
• Ability to thrive in a fast paced, multifaceted work environment.

• Bachelor’s degree in Human Resources, Business Administration, or related field is required.
• At least one year of human resource management experience preferred.
• SHRM-CP a plus.

Benefits

• Contributed Medical, Dental and Vision
• 401(k) with company match
• FSA & TRA
• LTD & STD
• Life Insurance
• Competitive PTO Package
• Abenity Discount Program