Human Resources Assistant

POSITION SUMMARY

Provides overall administrative support to the Human Resources department. Confidentially processes and maintains employee information and records both electronically and on paper.  Provides excellent customer service both internally and externally. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

1. Processes, coordinates and/or records all incoming paperwork pertaining to new hires, terminations, status changes, payroll requests, etc.
2. Regularly prepares Human Resources reports by compiling data from HRMS (Paycom) on a bi-weekly, monthly and as-requested basis.
3. Produces and distributes monthly employee birthday lists and anniversary certificates to proper management staff in a timely manner.
4. Maintains employee ID badge system and regularly audits to ensure terminated employees, volunteers and vendors are properly deactivated.
5. Assists with New Hire Orientation-related administrative tasks such as creating folders, name tents, processing/collecting paperwork, badges, ordering lunch, making phone calls to candidates, etc.
6. Assigns Fuel Pin numbers to New Hires through Paycom.
7. Submits Track-It requests for IS Forms received from management for all employee changes, new hires, name changes, new hires, terminations, volunteer access, etc.
8. Greets and processes visitors (including vendors) at the LifeStream front lobby window. Ensures visitors are signed-in and out of the visitor log appropriately; are given a paper visitor badge and escorted by a LifeStream employee.
9. Monitors front parking gate through electronic gate portal screen/intercom. Allows entry based on reason for visit.
10. Ensures Vendors sign in and out on the vendor log; receive a vendor badge; and audits for returned badges every day.
11. Maintains and accesses employee vehicle log information as needed.
12. Maintains I-9 folders for all current and terminated employees as required.
13. Maintains employee accommodations log.
14. Maintains and communicates monthly REAL ID, Driver’s License, CPR, ALCS, LVN, RN, CLS, MD, and Phlebotomy (for Washington) required renewals of certificates and licenses ensuring records do not expire.
15. Creates, maintains and audits employee personnel files.
16. Performs regular filing.
17. Handles incoming/outgoing processing of mail in a timely manner.
18. Processes employment verifications in a timely and accurate manner.
19. Schedules and sets-up conference rooms for Human Resources meetings and functions.
20. Orders and maintains all supplies for the Human Resources Department.
21. Answers and/or redirects general employment questions in person, via telephone or email.
22. Assists with mail merges and mass mailings to employees and others as requested.
23. Assists with other Human Resources related tasks such as benefits, recruitment, etc. as requested.
24. Updates Human Resources Assistant Procedure Manual as needed.
25. Communicates problematic situations for resolution to the Sr. HR Generalist or VP of HR in a timely manner.
26. Performs other duties as assigned.

CUSTOMER INTERACTION/PROBLEM-SOLVING

Must deal with internal and external customers/team members in a courteous, professional, and timely manner.  Takes responsibility for problems and maintains a helpful and friendly attitude, and is responsive to customer needs.  Represents the organization to vendors and the public in a positive and professional light.

COMPLEXITY

Work involves mostly duties that involve related steps, processes, or methods, requiring the employee to make choices and recognize differences in a few easily recognizable situations, such as differences in fact, sources of information, or kinds of transactions or entries.  Occasionally, work includes various duties involving different and unrelated processes and methods.  Decisions on what needs to be done require analysis of the subject in each assignment, and chosen courses of action may be selected from several alternatives.  Work involves conditions and elements that must be analyzed to identify interrelationships.

NATURE AND EXTENT OF SUPERVISION PROVIDED TO THE POSITION

The supervisor makes assignments by defining objectives, priorities and deadlines, assisting the employee with unusual situations with no clear precedents.  Employee plans and executes steps to complete the assignment, following instructions, policies, and previous training or accepted practices.  Completed work is evaluated for soundness, appropriateness, and conformity to policy.  Methods used by the employee are not reviewed in detail.  Occasionally, the supervisor sets overall objectives and resources available, with deadlines and work plans developed in consultation with the employee, with some opportunity for the employee to interpret policy, or determine approaches and methodology for accomplishing assignments.

QUALIFICATION REQUIREMENTS

To perform this job successfully, each essential duty (as identified above) must be performed satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

GENERAL KNOWLEDGE, SKILLS, & ABILITIES

1. Excellent customer service skills.
2. Ability to effectively and professionally interface with all levels of staff within the organization.
3. Ability to maintain strict confidentiality.
4. Strong organization, interpersonal and written/oral communication skills.
5. Ability to organize and manage workload to meet a variety of deadlines.
6. Ability to adapt to changes in the work environment and to deal effectively with frequent change, delays or unexpected events.
7. Strong attention to detail.
8. Ability to understand, communicate and exemplify company policies and procedures.
9. Ability to assist in the creation of a team environment and act as a strong team member at all times.
10. Intermediate computer skills with knowledge of Windows Programs (i.e., Word, Excel, Outlook).

EDUCATION

Associate’s Degree (AA) in Human Resources, Business Administration, related field, or equivalent work experience.  Bachelor’s Degree (BA) in Human Resources, Business Administration or related field preferred.

EXPERIENCE

Minimum three years’ experience working in a fast paced administrative or customer service related position.  Experience in Human Resources functions and with HR Management Systems data entry is preferred.

CERTIFICATES, LICENSES, ETC.

N/A

PHYSICAL DEMANDS

Refer to ADA checklist attached for physical demands.

WORK ENVIRONMENT

Standard office conditions with minimal health and safety risks.

LifeStream is an Equal Opportunity Employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.

LifeStream will consider qualified applicants with criminal histories in a manner consistent with the Los Angeles Fair Chance Initiative for Hiring.

If you need accommodation for any part of the employment process because of a medical condition or disability, please send an e-mail to Accomodations@Lstream.org or call 909-386-6875 to let us know the nature of your request. A representative will respond to accommodation requests within two business days.  Please note that this email/phone number is for medical/disability accommodations only and any other inquiries will not receive a response.

EEO is the Law.  For more EEO information about applicant rights click here.

Our organization participates in E-Verify, for more information click here.

All applicants who receive a conditional offer of employment will be required to undergo a pre-employment drug test in accordance with LifeStream’s established guidelines.