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Assists the HR Liaison in the day to day administrative activities related to Human Resources

and provides some support to Payroll. Specifically provides support in the functional and

transactional areas of Human Resources which includes coordinating and assisting with

onboarding activities, new hire processing, creating and maintaining personnel files, processing

termination incidents, leave of absence requests, workers’ compensation events, responding to

employee queries; creating and distributing reports; composing and sending departmental

communications; fielding employee inquiries by telephone and email and routing inquiries to

appropriate individuals; and some miscellaneous clerical tasks as may be assigned. Compile

data and statistics and prepare various human resources related reports in Excel, PowerPoint or

other computer programs as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Coordinate all new hire set up processes including: preparation of new hire packets,

conducting orientation sessions, and ensure that new hire paperwork completed fully and

accurately

2. Review Employee Handbook and company policies with employees to raise awareness of

company rules, procedures, and processes as part of on-boarding orientation

3. Communicate regularly with client personnel/managers with regard to obtaining paperwork

for account hires and ensuring its accurate completion and receipt to the office of original

paperwork

4. Ensure that Payroll is notified of new hires and has proper information to set them up in

the payroll system

5. Compile and maintain personnel files and privacy files on all employees, ensuring records

are properly recorded and filed in the appropriate place – especially electronic records

6. Ensure Form I-9 is properly completed by new employees on first day and then correctly

complete Section 2 of the Form I-9

7. Maintain separate files for all EEO Survey forms, both active and inactive; ensure proper

designations are entered into the payroll database in order to prepare the annual EEO-1

Report and VETS-100A or VETS-4212 Reports (completed in Sept each year)

8. Utilize the E-Verify system to validate new employee social security number

9. Process termination notices, coordinate with Payroll to obtain final checks, and ensure

proper/timely payment of same to employees in accordance with State/City laws and

ordinances

10. Closely collaborate with Payroll on any personnel actions, including terminations and

salary changes, to make sure that the Payroll system properly reflects these events and is

subsequently documented into personnel files; conduct Exit Interviews when requested

11. Coordinate with Payroll to obtain final checks and process all termination tasks

12. Transition the personnel and privacy folders from the Active files to Inactive files following

stated post-termination procedures

13. Handles all drug screen, DMV, EDD, E-Verify, and background check processes.

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14. Remove Form I-9s and EEO Surveys from active files to inactive files upon termination;

update the Master I-9 Destruction document with separation dates

15. Annually (preferably in Jan) utilize the Master I-9 Destruction document to determine

which forms can be destroyed from the previous calendar year; then mark the destruction

date for those forms onto the Master I-9 Destruction document

16. Compile and keep on record lists of all personnel actions on a monthly basis to reflect the

number of new hires, terminations, promotions, reclassifications, and salary changes that

may have occurred during that period; this data is then summarized into a report at the

end of the calendar year. Report this information to management as requested

17. Act as intake person as needed on personnel issues. Advise the HR Liaison promptly of

any issues that come to the HR Coordinator’s attention that relates to Employee Relations,

employee complaints, harassment, or matters that affect the morale and productivity of the

staff

18. Conduct regular audits to ensure that all personnel records are maintained in compliance

with legislative requirements. This includes but is not limited to I-9 forms, employee files,

OSHA logs, Worker’s Comp claims, payroll records, employment applications/resumes and

EEOC tracking. Safeguards all Form I-9 and EEO survey documents

19. Process Change of Status documentation for all actions with employees during the course

of their employment, including salary changes, position/title changes, reclassifications, etc.

20. Assist with processing new benefit enrollments and change forms for new employees and

eligible dependents when they are eligible for benefit coverages in concert with Benefits

Broker

21. May assist with any training activities that are necessary, helping to prepare/print

materials, room set up, attendance records, training records, and communications as may

be needed; ensure training records are maintained for all employees as appropriate

22. Provide administrative support and follow up as may be needed with the company’s

Benefit Broker to ensure employees receive benefit enrollment paperwork and its delivery

to Broker’s offices for processing

23. May participate in the annual open enrollment process

24. Maintains accurate and complete files related to employees’ Leaves of Absence.

25. Sends out required benefit communication materials to employees in a timely manner as

required to include new hire enrollment packets, COBRA letters, 401(k) eligibility

materials, FMLA letters, Program information, benefit certificates and annual summary

plan descriptions.

26. Track employee eligibility regarding leaves of absence, and enter information into payroll

system and spreadsheets. May collect premiums as necessary or notify Accounting of

same.

27. Monitors and communicates with employees on various leaves of absence to include

obtaining Request for LOA forms, FMLA benefits, medical, pregnancy, occupational, and

personal leaves to ensure required documentation is received and employee is returned to

duty in accordance with applicable laws.

28. Assist employees with benefits questions and issues as necessary and refer to Broker as

may be required

29. Assist in the coordination of the return to work and leave of absence programs relative to

work related injuries.

30. Prepare verification of employment and wage statements as requested by various

government agencies, insurance providers, and employers

31. Assist with the department filing, recordkeeping and additional risk management

administrative duties as required.

32. Compiles and tabulates statistics as needed to support HR requirements.

33. Completes monthly turnover report(s) and quarterly/annual recaps of same.

34. Sets-up and maintains a variety of confidential records and filings.

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35. Perform other administrative duties in support of the office as may be deemed necessary

SKILLS, KNOWLEDGE, & ABILITIES

a. Strong knowledge of standard employment processes and procedures,

b. Familiarity with payroll and accounting software and related reporting programs desired

c. Outstanding computer literacy abilities with intermediate to advanced spreadsheet creation

and a solid understanding of payroll and accounting software, Microsoft Office products

(especially Excel and Word) and ERP systems

d. Type a minimum of 50 wpm, perform basic HR data entry activities, mathematical

computations on calculators, and compose routine correspondence as it relates to various

aspects of the role

e. Strong aptitude with math in order to do computations necessary to process and prepare HR

reports

f. Detail oriented, good judgment and logical decision making ability with a hands-on approach

to assigned tasks

g. Knowledgeable in standard administrative and human resources processes and procedures,

accounting software, and related reporting requirements

h. Able to review hand written and typed data in order to correctly interpret data for entries into

databases

i. Highly proficient ability to effectively communicate in English, both verbal and written, with a

high level of decorum, confidentiality, discretion, and professionalism as is befitting the role

j. Able to respond professionally to common inquiries or complaints from employees, vendors,

customers, management and other parties as needed

k. Displays a positive attitude and maintains a cooperative working relationship with all

employees, vendors, clients, and visitors

l. Requires a high level of organizational, detail-oriented, and multi-tasking skills in order to

ensure suitable completion of tasks that are time sensitive; accuracy is critical

m. Proficiency of knowledge of company’s policies, procedures and HR regulations in order to

inform, guide, and direct management, employees, and customers on such topics

n. Ability to operate in a dynamic environment with minimal supervision or direction from

management

QUALIFICATIONS

• High School Diploma or equivalent with completion of secondary school, business school or

Certification program equivalent desired.

• Minimum of 3 years providing a high degree of administrative support in a position

performing similar duties, preferably with exposure to Human Resources environment,

benefits administration, and/or general knowledge of employment laws.

• Basic knowledge of employment compliance law to include FMLA/CFRA, ADA, ADEA,

HIPAA, and Workers’ Comp desired.

• Computer literate to include advanced MS Office computer skills including Excel, Word, and

PowerPoint.

• Possess excellent analytical and organizational skills as well as strong written, verbal and

interpersonal communication skills.

• Able to multi-task and prioritize varied workload, with high degree of accuracy and attention

to detail while taking direction from more than one person.

• Able to maintain high level of professional decorum and maintain complete confidentiality of

highly sensitive information that is protected under Privacy and HIPAA compliance and

critical to success in the role

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PHYSICAL DEMANDS

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.

While performing the duties of this job, the employee is:

• Regularly required to talk and hear

• Required to communicate with customer and coworkers verbally and in writing

• Occasionally required to stand; walk

• Required to sit for long periods and reach with hands and arms

• Occasionally required to lift up to 15 pounds

• Able to read documents, computer screens, reports, other communications and

have the ability to adjust focus and close vision

• May be asked to drive to client locations or meeting places as appropriate with

own transportation methods (Note: out of area travel requiring air travel requires

advance leadership approval before undertaking)

The above description covers the principal duties and responsibilities of the job. The

Job Type: Full-time

Pay: $22.12 - $35.00 per hour

Expected hours: 20 – 40 per week

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• San Diego, CA 92123: Relocate before starting work (Required)

Work Location: In person