Description:
Title: Human Resources Assistant (Specialist)
Work Schedule: Full time, non-exempt: To be scheduled generally Monday – Friday, between 8:00am - 6:00pm with occasional evening and weekend responsibilities for orientation, training, and special events.
Report to: Human Resources Director
MISSION:
“Our Mission is to inspire and empower the youth of Monterey County to realize their full potential to become responsible, healthy, productive and successful citizens.”
PRIMARY FUNCTION:
The Human Resources Specialist assists with consistently meeting compliance standards in the operation of the Human Resources Department for the Boys & Girls Clubs of Monterey County (BGCMC). Under the direction of the Human Resources Director, this individual is responsible for providing strong administrative support for the Human Resources Department, assisting with the hiring process, orienting new employees, enrollment in benefit plans, and maintaining employee records.
The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. High level written and verbal communication skills and attention to detail are equally important.
KEY ROLES/RESPONSABILITIES:
1. General HR Administration
Recruitment
o Post employment opportunities in Paylocity recruitment module and other approved web based recruitment sites linked to the Paylocity Recruitment module.
o Coordinate and attend hiring fairs as approved by HR Director
o Create conditional offer letters, advise candidate of offer and transmit letter to candidate
o Assist in process and tracking required live scan, drug test and background checks for candidates, volunteers and board members.
o Assist hiring managers as needed with questions related to BGCMC Hiring Best Practice and drive compliance with the recruitment process.
On-boarding
o Conduct HR orientation including all new hire paperwork, notices, benefits review and policy review.
o Collaborate with Teen Coordinator in tracking minor’s work restrictions and work permit compliance.
Benefits Administration
o Coordinate with benefits broker to ensure that all eligible employees complete benefit applications timely.
o Work with brokers, HR Director & CFO during benefits open enrollment
Employee records
o Collaborate with HR Director to ensure employee records in Paylocity are up to date
o Maintain “paper” personnel files – general, confidential, medical
o Support in the review/update checklist/SOP for all of the various “paper” personnel files.
o Apply retention policies in reviewing/purging terminated employee files.
Performance Reviews
o Work with the HR Director and all hiring managers to ensure that new hires receive 30, 60, and 90 day reviews at the start of their employment.
o Assist hiring managers and staff with annual reviews including tracking of compliance
o Work with HR Director to ensure compliance with Paylocity review process
Staff Training
o Work with Hiring Managers to ensure new hires complete a training plan and track completion of training plan.
o Participate in planning and facilitating all-staff training as assigned
o Support HR Director in tracking compliance of sexual harassment training requirements for all staff
Leave of Absence Administration
o Receive and properly file leave paperwork including SDI, FMLA, CFRA, PFL and Paid Family Leave
o Work with HR Director to process, calculate and monitor leave duration and coordinate return to work
o Create and maintain leave of absence files and records.
Organizational tasks:
o Work with HR Director to create/modify checklists and/or SOP’s for HR activities (orientation, personnel files, etc)
o Work with HR Director and CFO on employee handbook revisions and updates.
o Prepare and support the completion of HR audits as appropriate
o Collaborates with HR Director and Unit Directors to coordinate employee events
o Provide direct support to HR Director, Operations Director and CEO in completion of the BGCA Annual Safety Assessment
o Create and maintain accurate workers compensation records
Diversity, Equity & Inclusion:
o Support HR Director in driving the Diversity, Equity and Inclusion efforts in recruitment, hiring and retention of staff
o Communicates effectively and respectfully with people from diverse racial, ethnic and cultural groups and from different backgrounds and lifestyles; demonstrates a knowledge of and sensitivity to their needs
Other
o Assist managers and HR Director in responding to employee concerns, formal grievances and/or internal investigations.
o Conduct exit interviews with all employees exiting BGCMC and convey findings to HR Director, CFO and CEO as appropriate or requested
o As required by BGCA, process annual background check screenings on all active employees, volunteers and board members and maintain records
o Assist with other duties as assigned
Requirements:
Environmental and Working Conditions:
? This position requires the ability to perform work in an office setting as well as in a highly interactive and stimulating environment.
? Occasional travel between Club sites is required.
Physical Requirements:
While performing the duties of this position, the employee is regularly and frequently required to:
? Use hands or fingers; handle or feel objects, tools, or controls.
? Stand; walk; sit; and reach with hands and arms.
? Speak and hear
? Use specific vision abilities required by this position including close vision, distance vision, and the ability to adjust focus.
? Occasionally lift and/or move up to 25 pounds.
QUALIFICATION REQUIREMENTS:
Minimum Qualifications:
? Bachelor’s Degree in Business Administration, Human Resource Management, or related field, or the equivalent in education and experience.
? Proficient with Microsoft Office programs (Microsoft Word, Excel, Outlook;). Proficient with HR databases
? Proficient with Google suite
? Ability to maintain the highest level of confidentiality.
? Excellent oral and written communication skills, including an ability to write a variety of materials to different audiences.
? Excellent planning, organizational and interpersonal skills.
? A minimum of three years work experience managing Human Resources processes.
Highly Desirable Qualifications:
? Oral and written fluency in Spanish
? Experience in the non-profit sector
? Experience in a youth serving organization
COMPENSATION:
Salary ranges $25.39 to $26.67 and based upon experience and qualifications. Paid benefits package including paid vacation at the rate of 100 hours per year, 56 hours of paid sick leave, plus 40 hours of paid California Healthy Workplace Healthy Family sick leave, medical, vision, dental, life and disability insurance, pension and 403(b) plan investment options. Professional development opportunities are available contingent upon funding and approval. This position is classified as non-exempt and as such is eligible for the overtime provisions of the Fair Labor Standards Act.
DISCLAIMER:
The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor is it to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.