Project Assistant - HR

Human Resources Department
Bilingual (Spanish/English) Pay Differential Available
Driver's License and Auto insurance required
Hours: 40 hours/week

POSITION OVERVIEW

As a program, department or project team member, a Project Assistant (PA) is responsible for supporting efforts to enhance personal and community wellness through a variety of projects and themes. As directed by their supervisor, the Project Assistant will provide support and assistance at a responsibility level commensurate with the PA’s qualifications and experience, in order to facilitate its mission, goals and required outcomes.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Administrative duties as assigned, including but not limited to filing and copying; receiving and tracking data; retrieving, collating or analyzing data and information; drafting reports and updating databases or files for accuracy.
• Maintain a basic understanding and responsibility of key HR areas such as recruitment, onboarding, job descriptions, and compliance with procedures, policies, and legal requirements.
• Facilitate the recruitment process to support staffing needs, providing administrative and document support throughout.
• Organize and manage new employee orientations.
• Use and maintain HRIS software; provides other data management or web administrative duties as assigned.
• Work in a professional, collaborative manner with all partners and agencies connected to the project as a means of expediting efficient and successful outcomes.
• Perform public outreach and assists with regular and special projects and programs as directed by supervisor.
• Assist in organizing meetings and events as directed.
• Other duties as assigned or required.

ESSENTIAL WORK HABITS

• Align work behaviors in conformance with NCOs Purpose, Vision and Values.
• Report to work on time and obtain approval from supervisor for any changes in work schedule or absences.
• Maintain a strict commitment to confidentiality, in accordance with Agency and project policies and procedures.
• Follow the NCO Injury Illness and Prevention Plan, as well as all Agency and program safety protocols, procedures, and policies.
• Maintain focus on the assigned tasks.
• Take pride in creating a positive, efficient work environment.
• Treat co-workers and clients with respect.
• Represent NCO and its programs to the community in a positive light.
• Dress appropriately according to assigned job duties and responsibilities.
• Adapt constructively to change.

Education, Training and Experience:
The following education and/or experience criteria are required to qualify for the designated level:

• Level I:  Minimum one year of experience in a similar position or related field.
• Level II:  Combination of education and experience equivalent to an Associate’s degree in a related field plus a minimum of one year experience in the same or similar position.
• Level III:  Bachelor’s degree, or an equivalent amount of education and experience, in a related field, plus a minimum of two years experience in the same or similar position.
• Strong facilitation and communication skills; proven ability to collaborate with diverse organizations, community groups and community members.
• Excellent oral and written English communication skills and the ability to effectively communicate in a professional manner (required); bilingual English/Spanish communications skills (preferred). 
• Human Resources and / or Compliance experience is preferred.

Knowledge and Skills:

• Must be highly proficient in the use of computers, common business technology equipment, and a variety of software programs including web-based platforms.
• Must have excellent keyboarding skills and be very familiar with word processing, email and spreadsheet programs; prior experience with Human Resources Information Systems (particularly ADP), presentation and database management and record keeping programs are preferred.

Ability to:

• Work cooperatively and professionally as a team member.
• Maintain confidentiality as pertains to information, documents and sensitive situations.
• To take direction and work with supervisor to ensure priorities are correctly aligned and accomplished as well as to work independently with minimal supervision.
• Manage multiple deadlines and assignments with attention to detail and accuracy, and in a timely manner.

Necessary Special Requirements:

• This position is funded by NCO’s Indirect Cost Pool which includes Head Start program funds and is therefore subject to the Head Start regulations. Employment is contingent upon completion of a Criminal Record Clearance as required by the Head Start Standards and/or contract terms and as demonstrated by providing a receipt to the Agency from the screening organization performing the background check.
• For work-related driving, employee must have: a current, valid California driver's license; a driving record that demonstrates the employee is a safe, appropriate driver as verified by a DMV printout; and proof of personal automobile insurance; or reliable transportation with proof of automobile insurance.

WORK ENVIRONMENT/PHYSICAL DEMANDS

• While performing the duties of this job, the employee is regularly required to talk, hear, listen, communicate clearly, and may be required to supervise staff or volunteers as assigned.
• The employee frequently is required to sit; use hands to finger, handle or feel objects, use manual and automatic office equipment, and reach with hands and arms.
• The employee is occasionally required to stand; bend; reach down and stretch overhead; walk; climb or balance; and stoop, kneel, crouch, or crawl.
• The employee may frequently lift and/or move up to 25 pounds unassisted and may occasionally move and lift heavier materials with assistance using ergonomic guidelines.
• Specific vision abilities required by this job include close and distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• The ability to travel during the day and/or night, sometimes long distance – possession of a valid California Driver’s License and access to an insured vehicle is required.
• Interaction and contact with outside agencies, vendors, funders, volunteers, donors and contributors is a frequent aspect of this job.
• The employee will regularly use computers and computer printers, telephones and other similar electronic office equipment.
• The environment can occasionally be noisy and include the comings and goings of small children and their families.

Note:  This class specification should not be interpreted as all-inclusive. It is intended to identify the core essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA)or California FEHA. Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.