HUMAN RESOURCES ADMINISTRATIVE ASSISTANT

SUMMARY

Under the supervision of the Vice President of Human Resources, this position will support various HR functions and processes. The Human Resources Administrative Assistant will handle multiple assignments efficiently with a keen attention to detail and a desire to follow projects through to completion.

Embrace Opportunity Village's core values by cultivating positive and meaningful CONNECTIONS with participants and team members, demonstrating ENTHUSIASM, high standards of PRODUCTIVITY, authentic STEWARDSHIP, and consistent participation in individual and team DEVELOPMENT.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Utilize appropriate methods for working with individuals with intellectual and physical disabilities.
2. Report suspected Abuse, Neglect, Exploitation, Isolation, and Abandonment (ANEIA) immediately as mandated by state law.
3. Provide first-level support for Paycom, the organization's HR, payroll, and applicant tracking system, by assisting team members with account access, password resets, security settings, system navigation, and other system-related inquiries, escalating issues as appropriate.
4. Prepare, review, and assist with maintaining accurate HR-related reports and records to support departmental operations, leadership requests, compliance tracking, and informed decision-making.
5. Provide logistical and administrative support for company-wide training days, including EngageOV Days, team member training initiatives, internal and external hiring events, job fairs, and other HR-sponsored events.
6. Coordinate with departments, vendors, and participants to support event preparation, communication, scheduling, materials, advertising, setup, and follow-up to help ensure events are organized, professional, and successful.
7. Process employment verification requests, ensuring accurate and timely completion while maintaining confidentiality and compliance with organizational policies.
8. Coordinate and process payroll-related administrative requests, including paid time off buyouts, early paycheck releases, tuition reimbursement requests, and other payroll support transactions in accordance with organizational procedures.
9. Monitor and record annual compliance requirements for team members, including Office of Inspector General (OIG) exclusions, Division of Health Care Financing and Policy (DHCFP) screenings, five-year fingerprint renewals, and other regulatory compliance checks required by governing agencies.
10. Provides administrative support for medical documentation and attendance-related records, including receiving, organizing, and maintaining physician notes, absence documentation, and other supporting records while ensuring confidentiality and accurate recordkeeping.
11. Maintain the HR calendar and schedule ‘all team’ appointments. Utilizes discretion and independent judgment to calendar all requested appointments.
12. Support document scanning and quality assurance in the DOMA system; perform scanner setup adjustments; responsible for scanning, indexing, and verifying records accurately.
13. Maintain organized and compliant Human Resources team member files, including both paper and electronic records.
14. Audit new hire files to ensure they are accurate and complete.
15. Order office supplies for the department and distribute mail as appropriate.
16. Support with ensuring self-service documentation and compliance information posted are current and relevant.
17. Assist with the reconciliation of Human Resources purchasing card transactions and the processing of HR-related invoices, ensuring accuracy, proper documentation, and timely submission for payment.
18. Draft HR meeting agendas and take meeting notes and minutes.
19. Assist with special projects and audits as needed.
20. Adhere to Opportunity Village's established policies and procedures.
21. May be assigned other duties as needed.

SUPERVISORY RESPONSIBILITIES

This position has no direct supervisory responsibilities but supports oversight and follow-up on departmental projects that impact multiple departments.

SKILLS REQUIRED

• Ability to communicate effectively with individuals, team members, and supervisors (verbal and written).
• Must possess social perceptiveness to assess and understand others’ reactions and behaviors
• Ability to define problems and draw valid conclusions.
• Have a positive and enthusiastic outlook.
• Self-directed, with strong ability to work independently, and to set and adhere to deadlines.
• Ability to set priorities, follow through to completion of tasks, work well under pressure, and maintain a high level of confidentiality.
• Ability to conduct tasks and successfully perform under critical deadlines.
• Ability to resolve multiple complex issues simultaneously while remaining calm in stressful situations.
• Maintain and display the highest level of integrity and confidentiality in all aspects of Human Resources
• Proficient in Microsoft Office Suite with the ability to efficiently learn, navigate, and utilize HR technology, databases, and other business software applications.
• Demonstrated ability to handle sensitive and confidential information with professionalism, discretion, and sound judgment while maintaining the highest standards of confidentiality in all job responsibilities and communications.
• Able to maintain a positive, professional, and approachable demeanor while delivering exceptional customer service to team members, applicants, and external partners.
• Ability to accept and apply performance-based feedback.
• Must encompass professional demeanor.

EDUCATION AND EXPERIENCE

• Required: High School Diploma or equivalent.
• Required: Prior experience handling confidential information in a professional office setting.
• Preferred: Experience using an applicant tracking system (ATS).
• Preferred: Experience with DOMA and Paycom.
• Preferred: Education or experience in Human Resources, Business Administration, or a related field.
• Preferred: Experience working with individuals with disabilities.

PHYSICAL ABILITIES & WORK ENVIRONMENT

The physical demands described below are representative of those required by a team member to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and functions of the position. The list below of minimum essential functions is illustrative of the minimums only and is not a comprehensive listing of all functions and tasks performed.

• Ability to lift up to forty-five (45) pounds.
• Ability to sit at a computer for prolonged periods of time.
• Ability to perform duties in a standard office setting.
• Ability to manage workplace stress while maintaining professionalism and effective performance.
• Ability to complete tasks accurately and effectively within critical deadlines.
• Manual dexterity to operate office equipment and examine documents, records, and files.
• Ability to work a flexible schedule when needed; occasional evenings and weekend shifts may be required.

Salary : $15