Description

HR Administrative Assistant

Job Description

EXEMPT: No SALARY LEVEL: $22 -$25 per hour/per year

DEPARTMENT: Human Resources LOCATION: Main Office/ Hybrid Remote

REPORTS TO: HR Director HOURS: FT M-F 40 hours per week

Date: 03/2024 APPROVED BY: Human Resources Director

AGENCY BACKGROUND: The objective of Community Action Partnership of Sonoma County (Community Action) is to partner with low-income families and individuals to help them to achieve economic and social empowerment, to build community, and to advocate for social and economic justice. Community Action operates a wide variety of programs benefiting low-income Sonoma County residents.

Our Mission: CAP Sonoma is a catalyst of equitable transformation, aligning partners and resources to implement values-based, data-driven, community-led solutions that help families reach their full potential.

Our Vision: We see our Sonoma County transformed into an empowered community of thriving families where every child is raised with joy, justice, and connection.

Our Values: Joy, Amor, Esperanza, Equity, Fuerza, Dignity, Inclusión

Our Promise: CAP changes people’s lives, embodies the spirit of hope, improves communities and makes America a better place to live. We care about the entire community and we are dedicated to helping people help themselves and each other.

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

Community Action Partnership of Sonoma County is an Equal Opportunity/Affirmative Action Employer. Affirmative action involves determining areas of workforce under-representation, locating qualified protected class candidates by enlarging the recruiting base and developing the skills they need to succeed in those new positions.

Our obligations in this area stem from not only adherence to various state and federal regulations, but also from our commitment to create a culture of inclusiveness and diversity where members of our community thrive and are able to reach their full potential.

TOTAL COMPENSATION PACKAGE: Salary for this position is $22-$25 per hour, depending on experience. CAPS offers a generous benefits package available on the first day of the month after your date of hire that includes: 

• Medical insurance through Kaiser or Sutter 80-95% paid by the employer for employee premiums plus 50% paid by the employer for dependent coverage
• Elective dental, vision insurance, FSA and Accident insurance.
• Employer paid $10k of life insurance with expandable options
• Employer paid Long-term Disability Insurance
• 401(K) plan with 2% contribution and an additional 1% matched contribution after one year of service
• Employee assistance program, CalPerks
• 3 weeks vacation (4 hours accrued per pay period) based on full time work, increases at 5 years of service
• 96 hours sick time per year (4 hours accrued per pay period) based on full time work
• 1 floating personal day
• 16 paid holidays

Requirements

SUMMARY OF POSITION: 

The HR Administrative Assistant is responsible for providing crucial administrative support to our HR department. They will assist with various tasks in the areas of recruitment, record-keeping, and general administrative tasks. They will work closely with the HR team in all areas of HR operations. This role is vital in supporting communication of various agency events or special celebratory days/holidays, prepping for events and job fairs, working with Executive Assistant to the CEO as needed. Attends meetings with HR to capture action items, and creates calendar reminders for HR staff follow up, shares notes with appropriate staff and organizes, files, and saves notes appropriately. Assistance with daily email monitoring and response times. Will be responsible for meeting coordination, including agendas, room reservation, sending invites, scheduling translation, and technology support. This support role will not oversee any direct reports and will maintain a close working relationship with the HR Coordinator, HR Generalist, Payroll Accountant, and HR Director, as well as operations and administrative departments. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Duties include but are not limited to the following:

• Digital filing and record- keeping, organization of drive, organization of personnel files
• Digitizing existing paper files
• Events assistance and tracking
• Provide Workers’ Compensation intake and ensure initial steps of the reporting process are taken adequately 
• Retrieves phone messages and forwards appropriately
• Creates updates to policies and templates including tracking and communications to employees 
• Anniversaries- Send email and put pin at front desk
• Celebrating you- Send cards on first of month during birthday
• Workforce development tracking
• Meetings coordination, prep, and follow up on action items
• Ticketing system- Daily, Assign tickets, Respond to tickets outside of system if needed, Reach out to non-HR staff if necessary
• Open and review mail daily
• Prep rooms for HR trainings and meetings
• Prep virtual rooms for HR trainings and meetings, Owning meeting Invites, Prepping slides, Creating translation room, Agenda Distributing and attaching agenda to calendar item
• Job Description support and translation
• Post to all recruiting platforms once job description is approved and complete posting to various sites weekly
• Use HRIS system, Paylocity, for job postings, phone screenings, and correspondence to candidates
• Translation of documents and policies as needed to support HR
• Ordering and distributing annual labor posters
• Password resets in Paylocity
• Assist in onboarding/offboarding events for Layoff/Rehires
• Reminders and assistance with general content of monthly newsletter email
  • Reach out to programs about upcoming events
  • Locate at least one event monthly in the community
• Perform other duties as assigned.

REQUIRED SKILLS/ABILITIES: 

• Bilingual in English/Spanish
• Comfortable speaking to individuals and groups in an in-person and virtual environment
• 2-5 years of experience in administrative support role
• HR experience is not necessary but preferred 
• Proficient with Excel/Sheets
• Very comfortable with Docs/Google Suite/email
• Some familiarity with HRIS system
• Familiar with digital filing systems and record keeping
• Data driven
• Comfortable with translating documents
• Positive attitude
• Confidentiality
• Very strong organizational skills
• Resolution oriented
• Emotional aptitude/maturity

IN ADDITION TO ABOVE: 

• Prior to beginning work, must be able to pass the background check.

REQUIRED EDUCATION AND EXPERIENCE

• 2-5 years of experience in administrative support role

PREFERRED EDUCATION AND EXPERIENCE:

High School Diploma or equivalent

Knowledge of Human Resources fundamentals 

WORK ENVIRONMENT: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. This job operates in a professional office environment. The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS: 

While performing the duties of this job, the employee is frequently required to sit; use the computer keyboard and mouse, use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee may occasionally be required to stand, walk, stoop, crouch, and lift/move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of

activities, duties or responsibilities that are required of the employee for this job. Duties,

responsibilities and activities may change at any time with or without notice.