Human Resources Administrative Assistant

Job Summary: The Human Resources Assistant supports the HR department by managing employee records, assisting with employee, volunteer, and contractor recruitment, coordinating onboarding and training logistics, and ensuring compliance with federal, state, accreditation and agency human resources and hiring policies and procedures. This role also provides administrative assistance across departments as needed.

Duties and Responsibilities:

·       Organize, compile, and update personnel records and documentation.

·       Maintain personnel files up to date.

·       Assist with filing and maintaining personnel files in compliance with federal, state, accreditation and agency regulations and policies.

·       Maintain confidentiality of sensitive employee and program information in accordance with HIPAA, federal, state, accreditation, and agency policies.

·       Assist with the recruitment of potential applicants and update job postings when necessary.

·       Assist with coordination of HR projects, including meetings, surveys, and compliance tracking.

·       Support the onboarding and training process by managing paperwork and compliance requirements, while the Training Specialist handles instructional components.

·       Assist in explaining employee benefits, programs, and policies.

·       Coordinate interpreter support if needed.

·       Asist with tracking and managing employee timekeeping, timesheets, attendance, and leave requests in coordination with payroll or HRIS systems when needed.

·       Support performance evaluation processes by organizing documentation and maintaining review schedules.

·       Assist with exit interviews, separation documentation, and offboarding procedures.

·       Prepare reports and summaries as requested by program administration.

·       Provide administrative support to all departments, including preparing food, transportation coordination, field trip assistance, office organization, donation sorting, decorating, office maintenance, and food safety.

·       Assist with supervision of UC (Unaccompanied Children) onsite and during outings when needed.

·       Cover the front desk and provide reception support as necessary.

·       Assist with internal and external audits by organizing, reviewing, and updating HR documentation to ensure alignment with ORR regulations and agency standards.

·       Serve as a point of contact for staff HR-related questions and provide accurate guidance or refer to the appropriate personnel.

·       Help monitor workplace safety conditions and report potential issues or incidents according to established protocols.

·       Participate in and complete all required training.

·       Participate in weekly, monthly team meetings.

·       Review departmental policies and procedures.

·       Weekly review of UC Policy, MAPs, Field Guidance’s, FAQ, other federal, state, accreditation, and agency policies as needed.

·       Translate documents as needed.

·       Provide coverage for other departmental staff as needed.

·       Participate in intake rotation as a back-up to complete after-hours intakes and prepare intake packets/welcome bags.

• Participate in monthly supervision with supervisor.

·       Provide services as needed evenings, weekends, and holiday.

·       Assist in other departments as needed.

·       Assist with various duties across departments, including but not limited to, food preparation, transportation, field trip assistance, office organization, donation sorting, decorating, office maintenance

• Travel to community facilities, sister facilities, other community services, or agency events as needed.
• Continuous audit of personnel files.
• Upload personnel and UC files to Extended Reach.
• Maintain quick response time to heavy email volume.
• Adhere to confidentiality policies per federal, state, accreditation, and agency regulations.

·       Complete other duties as assigned.

Requirements and Qualifications:

·       High school diploma or equivalent; associate or bachelor’s degree in human resources or a related field is a plus.

·       1 years of experience in human resources preferred.

·       Proficient with Microsoft Office applications.

·       General knowledge of employment laws and HR best practices.

·       Strong communication, organizational, and multitasking skills.

Physical Requirements:

·       Must be able to travel frequently between multiple program sites to support HR functions such as onboarding, training, and employee support.

·       Ability to sit, stand, walk, bend, and drive for extended periods throughout the workday.

·       Must be able to lift and carry HR files, laptops, and supplies weighing up to 20–25 pounds.

·       Comfortable working in a fast-paced and occasionally high-stress environment, including responding to urgent employee or program needs.

·       Must have reliable transportation, a valid driver’s license, and the ability to travel to various office and program locations as required.

·       Ability to perform prolonged periods of computer work, including typing, data entry, and document preparation.

·       Must be able to navigate typical office settings as well as residential or shelter environments, including use of stairs or uneven surfaces when needed.