HR Assistant

The Human Resources Assistant is an integral part of the HR Team. The Assistant is one of the first people employees and applicants talk with or meet. This position assists with recruitment, general employee and applicant inquiries, provides employment verifications, processes a variety of reports, maintains all general employment files, and assists with a variety of employee events and initiatives in addition to other administrative duties. The Assistant handles every task with integrity and confidentiality. This highly visible role also provides administrative support to the HR team.

Tiburcio Vasquez Health Center is a non-profit community health center that is dedicated to promoting the health and well-being of our community by providing accessible, high quality care by integrating primary care, dental care, WIC support, mental health counseling, community health education and more.

This is a temporary position working 40 hours per week, typically Monday through Friday.

Responsibilities:

New Hires:

• Assists with the new hire activities (prepares new hire packets) and participates in new hire orientation
• Assists with new hire health insurance enrollments and gives benefit presentation as needed.
• Set up new hires in HRIS, reviews new hire paperwork including I-9s, (PANs) and creates personnel file (verifying signed JD, background check is complete and clear, physical, immunizations are returned and filed, etc.)
• E-Verify, I-9 and EDD new hire reporting
• Tracks Employee Referral program in coordination with HR Business Partner and Recruitment Specialist
• Upon direction from HR Business Partner and Recruitment Specialist, assists with bilingual testing and, if successful, completes documentation to ensure payment
• Input new hires into Credentialing system as needed

Benefits:

• Schedule and coordinate open enrollment meetings at specified locations
• Answer general benefit questions from employees and refers higher level questions to appropriate HR staff
• Assist employees with enrolling in online benefits

Recruitment:

• Become proficient in entry level recruitment. Starting with - Assist with recruitment, recruitment documentation (new hire checklist, personnel action notices, draft offer letters, screen, set up interviews, ensure applicants receive appropriate notification etc.) and coordination of required paperwork. Eventually conduct screening interviews.

Administrative responsibilities:

• Assists with and coordinates applicants for Volunteers, Externs Precepting Students & Internships program (onboarding/orientation, paperwork)
• Assists with performance evaluation notification process
• Prepares monthly benefit invoice reconciliations
• Processes termination paperwork and assists with scheduling exit interviews
• Coordinates HR “HELPDesk” (email, VM, in-person) request for HR services and designates request to appropriate HR staff members. Follows up to make sure requests have been completed. Serves as designated person to answer the HR HELPDesk phone calls.
• Assists with management of the Buddy Program
• Provide basic Ergo Assessments of employees as needed
• In coordination with the Senior HR Manger collects and processes Scholarships applications and tuition reimbursements
• Periodically conducts internal HR audits (i.e., I-9s) and report on findings
• Update HR documents after procedures change (for example, Benefit summaries updated after benefits are elected each year)
• Tracks on-call and temporary status and completion of probationary period, notifies supervisors about upcoming probations, provides forms and processes PANs if applicable (salary adjustments)
• Ordering of lunch for HR meetings/new hire orientations
• Orders HR supplies
• Responsible for proofing and ordering HR team business cards
• Coordinate topics for monthly HR tips
• Prepares, processes, files and updates such items as Personnel Action Notices (PANS), COLA and step increase documentation, Workers’ Comp forms, & work schedule agreements
• Tracks, prepares and processes staff employment changes (i.e., status, title, FTE, salary, etc.)
• Maintains accurate and complete employee personnel files including archiving terminated employee files to off-site storage
• Manages employee badge process
• Responsible for distributing confidential e-notices
• Periodically oversees HR documents to verify the storage of such information is up-to-date and older paperwork/files have been archived.
• Maintains utmost confidentiality in all matters pertaining to employee records and investigations

Qualifications:

• High School graduate
• Able to successfully pass a background check
• Base level understanding of Human Resources practices
• Demonstrated ability to build the trust and respect of patients, staff, colleagues, external contacts, and other organizational members.
• Good problem-solving skills required, including creativity, resourcefulness, timeliness, and technical knowledge related to analyzing and resolving HR concerns
• Must be able to travel to various clinics throughout the day, as needed.

Preferred:

• Web-based HRIS software experience
• 4-year degree or equivalent experience
• Background in a not-for-profit business office environment
• Willingness and ability to work some evenings and weekends, as needed, within the set time limits.
• Bilingual, especially Spanish, is a plus.