HR Operations Assistant-Recruiting, Onboarding & Compliance Support (Human Resources)

Job Skills / Requirements

Job Summary

The HR Operations Assistant provides confidential administrative and process support for recruiting, onboarding, employee records, FMLA and leave administration, compliance tracking, policy management, and day-to-day Human Resources operations. The position supports the HR Director in maintaining timely, accurate, consistent, and well-documented HR services across JCCO.

Essential Duties and Responsibilities

Recruiting and Hiring Support

·     Post approved vacancies, maintain applicant files and applicant-tracking records, coordinate interviews, communicate schedules, and prepare interview packets and selection documentation.

·     Prepare offer letters, hiring packets, pre-employment checklists, onboarding materials, and other approved candidate communications.

·     Track recruiting deadlines, candidate status, reference/background requirements, and pre-employment documentation.

·     Maintain organized records for recruitments, interviews, selections, promotions, transfers, and other personnel actions.

Onboarding and Employee Records

·     Coordinate new-hire paperwork, orientation scheduling, HRIS/payroll setup information, identification/access requests, policy acknowledgments, and required records.

·     Create and maintain confidential personnel files and electronic HR records in accordance with established retention and access requirements.

·     Prepare personnel action notices, employment correspondence, resignation acknowledgments, retirement notices, status-change documentation, and related forms as directed.

·     Monitor probationary and performance-review deadlines and prepare reminders and tracking reports for managers and the HR Director.

FMLA, Compliance and Policy Support

·     Maintain FMLA and leave tracking logs, correspondence calendars, certification due dates, return-to-work records, and other administrative documentation under the direction of the HR Director.

·     Prepare standard notices and correspondence from approved templates and route complex leave, ADA, workers compensation, unemployment, or compliance questions to the HR Director.

·     Maintain policy files, revision logs, acknowledgment records, distribution lists, and archived versions of personnel policies and HR procedures.

·     Compile information for audits, compliance reviews, unemployment matters, workers compensation reporting, HR metrics, and leadership reports.

·     Protect confidential medical, personnel, applicant, and employee information at all times.

General HR Administration

·     Respond to routine employee and manager questions regarding HR forms, status of requests, onboarding steps, and established procedures; escalate interpretation questions appropriately.

·     Manage calendars, meetings, correspondence, filing, scanning, reports, spreadsheets, supplies, and administrative workflows for HR Operations.

·     Provide backup administrative support within HR and assist with election-related staffing or other organizational initiatives as assigned.

·     Perform other related duties as assigned.

Minimum Qualifications

·     Ability to be bonded.

·     Two (2) years of progressively responsible administrative, human-resources, recruiting, records, customer-service, or related experience preferred.

·     Experience handling confidential records and coordinating multiple deadlines preferred.

·     Equivalent combinations of education, training, and experience may be considered.

Knowledge, Skills and Abilities

·     Strong organization, accuracy, follow-through, records-management, and customer-service skills.

·     Ability to maintain confidentiality and exercise discretion with employee and applicant information.

·     Clear written and verbal communication skills.

·     Ability to manage multiple priorities and meet time-sensitive deadlines.

·     Proficiency with Microsoft Office, HRIS/applicant-tracking systems, electronic files, calendars, and office technology.

Education Requirements (All)

High School Diploma/GED

Additional Information / Benefits

Benefits: Medical Insurance, Life Insurance, Dental Insurance, Vision Insurance, Paid Vacation, Paid Sick Days, Paid Holidays, Short Term Disability, Long Term Disability, 401K/403b Plan, Pension/Retirement, Educational Assistance