HUMAN RESOURCES ASSISTANT - Full-time

Job Title: Human Resources Assistant (Non-Profit)

Status: Full-time Hourly, 9:00am TO 5:30pm, with full benefits

Department: Human Resources

New Pay Rate: $21.00 per hour

YWCA is on a mission to eliminate racism, empower women, stand up for social justice, help families, and strengthen communities. For over 160 years, YWCA has been a leader in addressing the most challenging issues of the day, including women’s rights, safe labor laws, civil rights, affordable housing, pay equity, violence prevention and health care reform. Today, our programs and services around Miami serve over hundreds of women, girls, and their families. And we combine programming and advocacy to move the needle on three key areas: racial justice and civil rights, health and safety, and empowerment and economic advancement of women and girls.

If you’re passionate about eliminating racism, empowering women and promoting peace, justice, freedom and dignity for all, we want you on our team! Join us as we work on the front lines tackling some of the most pressing issues of our time. Our staff is creative, collaborative, smart, dedicated and inspired as we seek to build a world where all girls and women are empowered to safely reach their full potential.

Summary: The Human Resources (HR) Assistant supports and administers the daily functions of the Human Resources Department of the agency, as well as the hands-on support in the areas of onboarding, recruiting, compliance, data entry, employee relations, benefits administration, compensation, professional development and training in a fast-paced, evolving non-profit environment. Responsible for implementation of human resources policies, procedures, systems, compliance, and guidelines. Responsible for hiring process; onboarding process; Payroll/Pay data and metrics compilation; and supporting efforts to advance the mission and core values of the organization by reinforcing HR policies, company guidelines and practices for the entire organization.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Facilitates the hiring of qualified job applicants for open positions; collaborates with Senior HR Director and key departmental managers to understand skills and competencies required for openings, and presents recruiting and staffing logistics to Director and division managers.

Interviews, posts, assesses and sources talent to fulfill agency’s recruitment needs; develops techniques intended to attract the most qualified candidates, and maximize employee productivity and engagement

Coordinates and administrates new hire paperwork including pre-employment background checks, drug free workplace requirements, offer letters, new hire onboarding, and benefits presentation.

Implements onboarding plans and educating newly hired employees on HR policies, internal procedures and regulations thru online options; Implements Hybrid new hire orientation and employee recognition tools and programs.

Acts as initial internal advisor to staff providing advice on all aspects of employment relations and guidelines. Communicates all company policies and procedures to employee population and responds to all questions as deemed necessary by Director.

Administers probationary/annual employee performance management process and sends notification to department heads; ensures timely completion of all steps.

Assists senior HR leader with design, and implementation of tools that aid with reinforcement of policies and solutions to various Human Resources issues

Collaborates and problem solves with internal partners and provides a broad range of HR administrative and transactional support to employees and supervisors as needed or requested by Senior Director.

Oversees the records maintenance and organization of all Human Resources pertinent items, with the assistance of supporting personnel, to include employee files, physical or virtual, all electronic records, separate compliance and medical files, and others

Maintains compliance with federal, state, and local employment laws and regulations, and recommended best practices; reviews policies and practices accordingly, such as EEOC, FLSA, ADA, OSHA and all applicable laws to include regulatory reporting.

Acts as first contact for supervisors in regards to Workers’ Comp incidents; refers injured employee to clinic, files claims, creates and maintains all records of claims; follows up with adjuster and reports to Senior Director.

Oversees monthly all Benefit Administration, to include verifies and completes benefits enrollment processes; maintains files of enrollment documentation; processes benefit payments and ensures that all payments are properly coded.

Reviews, tracks, and documents compliance with mandatory and non-mandatory training, continuing education, credentials renewals, and work assessments. This may include safety training, anti-harassment training, professional licensure, and aptitude exams and certifications.

Performs routine tasks required to administer and execute human resource programs including but not limited to compensation, benefits, and leaves; disciplinary matters; disputes and investigations; performance and talent management; productivity, recognition, and morale; occupational health and safety; and training and development.

Handles employment-related inquiries from applicants, employees, and supervisors, referring complex and/or sensitive matters to the appropriate staff. Attends and participates in employee disciplinary meetings, terminations, and investigations.

Maintains knowledge of trends, best practices, regulatory changes, and new technologies in human resources, talent management, and employment law.

Oversees and implements Employee safety, welfare, and wellness education; administers various employee relations programs and serves as a contact for employees.

Audits all work of department and support personnel for accuracy and conformance to policies and procedures; and funders requirements

Oversees E-verify process, and audits physical I-9’s to ensure that they are updated as required by law, have been electronically secured, and are uploaded for compliance to funders systems.

Prepares employee separation notices and related documentation, and conducts exit interviews to determine reasons behind separations, and creates and implements data tracking tool for that information.

Acts as one of the Administrators of HRIS system; administers and updates recruiting and onboarding system tools, is trained as backup to Payroll in Finance, and runs all reports needed thru advance report writer system.

Participates in annual wage surveys, prepares annual wage analysis; and provides data to Senior Director to be able to recommend and implement pay structure revisions.

Maintains knowledge of Human Resources policies and procedures, company policies and state/federal labor laws applicable to assigned areas of responsibility.

Maintains the work structure by working with supervisors/managers to update job descriptions, ensure completion of performance management; process status changes, etc.

Coordinates staff engagement meetings and activities, and ongoing Diversity, and Inclusion initiatives.

Assists Senior Director of Human Resources on other assignments and/or special projects as requested.

Qualifications:

Bachelor’s degree in human resources, business administration, public administration, organizational development or related field preferred; Associate's minimum requirement. At least 1-2 years of Human Resources related experience or any equivalent combination of training and experience which provides the required skills, knowledge and abilities for the position.

Specialized training in employment law, compensation, organizational planning, organization development, and employee relations a plus. Thorough knowledge of standard office practices, procedures, and compliance. Must be computer literate with proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Publisher, Canva, and Adobe Pro.

Ability to interpret and apply policies and procedures. Ability to establish and maintain effective working relationships with fellow employees, supervisors, division and department heads, public/private sector contacts, and other stake holders.

Computer Skills:

To perform this job successfully, an individual should have a strong knowledge of Microsoft Office applications to include Word, Excel, PowerPoint, and Publisher; as well as Payroll and Human Resource systems software such as Paylocity, ADP, Paycom, Paycor, UKG, etc, and Email, Internet browser, and virtual platforms applications.

Certificates and Licenses:

HR Certification a plus.

Benefits:

• Health insurance
• Dental insurance
• Vision insurance
• Company paid Gap indemnity Plan
• company-paid Short term disability
• Company paif term life insurance
• Employee assistance program
• Employee discount
• Voluntary additional Life insurance
• Professional development assistance
• Paid time off options
• Referral program
• Retirement plan

Experience:

• Human Resources: 1 year (Preferred)
• Compliance management: 1 year (Preferred)
• Office Administration: 1 year (Preferred)
• ONBOARDING EMPLOYEES: 1 year (Preferred)

Work Location: In person only- Not remote work

Qualifications:

Bachelor’s degree in human resources, business administration, public administration, organizational development or related field preferred; Associate's minimum requirement. At least 1-2 years of Human Resources related experience or any equivalent combination of training and experience which provides the required skills, knowledge and abilities for the position.

Specialized training in employment law, compensation, organizational planning, organization development, and employee relations a plus. Thorough knowledge of standard office practices, procedures, and compliance. Must be computer literate with proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Publisher, Canva, and Adobe Pro.

Ability to interpret and apply policies and procedures. Ability to establish and maintain effective working relationships with fellow employees, supervisors, division and department heads, public/private sector contacts, and other stake holders.