Basic Function: Under supervision, the Human Resources Assistant performs assignments and tasks of moderate difficulty as part of the day to day administration and operation of the Human Resources department. In addition this position supports the entire HR team with various special projects and assignments.
Principal Duties and Responsibilities:
Develops and maintains well-organized , up-to-date personnel files containing hiring information, promotions, salary adjustments, transfers, performance evaluations, discipline, terminations, educational credentials, job description, etc. and other information. Consistently audits personnel files for misfiled documentation, and to ensure general organization of the files.
Maintains employee I-9, criminal background check, VEVRAA, Section 503 and Self-Identify questionnaires, along with additional confidential records of disclosure.
Maintains the employee medical files to include records of all eligibility for benefits and enrollments in said benefits. Consistently audits employee medical files for misfiled documentation, and to ensure general organization of the files.
Assists the HR Generalist and HR Director in the administration of employee benefits and additional employee focused engagement programs.
Assists as directed in preparing new hire orientation and benefit packets and related communication materials.
Assists with conducting new-employee orientations; administering pre-employment tests; and conducting reference and background checks.
Assists the HR Generalist with all Agency job descriptions from creation and editing of job descriptions in accordance with the designated format and updates as needed.
Assists the department in carrying out various human resource programs and procedures for all Agency employees.
Assists in administration of the compensation program by monitoring the performance appraisal process through use of a compensation database.
Responsible for oversight of office supplies, reconciliation of department invoices and approving invoices for payment.
Assists the HR Generalist in recruitment efforts for exempt and nonexempt personnel (excluding managerial levels and above); helps coordinate the use of temporary employees.
Manages the dispositioning of candidates and the reconciliation of requisitions in the applicant tracking system, Luceo.
Maintains and updates computer files concerning training transcripts, evaluations and orientations. As needed, notifies management to prepare and submit evaluations on a timely basis.
Designs personnel forms, prepares training material and presentations.
Researches files to find, prepare and assemble data for special reports and audits as directed by supervision.
Maintains confidentiality of all information and adheres to the Agency’ Code of Ethics.
Responds to written inquiries regarding verification of employment and/or income as instructed and to reference checks in accordance with Agency policy.
Assists in special assignments concerning the administration of the HR Department.
Assists with the coverage of the Reception desk for breaks and supports the Executive Assistant with meeting preparations e.g. Board of Directors, Finance Committee.
Performs other duties as required or assigned which are normally within the scope of duties enumerated above.
Education: High School diploma or General Education Degree is required. A minimum of two (2) years of college course work or an Associate’s degree within human resources, business administration, or a related field is preferred or a combination of comparable education and experience that provides the necessary knowledge, skills, and abilities to perform the functions of the position proficiently.
Experience:Two to three years of human resources experience. Requires working knowledge of correct syntactical framing of correspondence and reports.
Additional Professional Requirements:
Proficient with PC hardware and various software applications such as Microsoft, XP, NT, Word, Excel, PowerPoint, Access. Proficient in the use of HRIS software such as Ceridian, ADP, or Paylocity preferred.
Ability to work under the stress of maintaining proper liaison relationship between Division/Department Heads, managers and employees.
Ability to exchange information clearly and concisely and to present ideas, reports facts and other information.
Ability to comprehend consequences of various situations and make appropriate individual(s) aware of same for decision making.
Ability to manage own work flow and resolve questions and problems with supervisor.
Ability to meet attendance standards and work over-time hours, when required.
Must be able to maintain confidentiality of all information.
Good communication and organization skills; must exhibit accuracy when working with details.
About Ada S. McKinley
Nearly 90 years ago, our founder, Mrs. Ada Sophia McKinley, a retired school teacher and pioneer social worker, organized a settlement house in Chicago's Bronzeville community to meet the pressing needs of returning World War I soldiers and their families and to help these individuals integrate into and become productive citizens of the city of Chicago.Since that beginning, Ada S. McKinley Community Services, Inc. has expanded from a settlement house to 43 sites across six divisions and has become a comprehensive, fully-accredited, human services agency. Included among those sites are six Head Start programs; one school for children with multiple disabilities; one charter school for high school drop outs; seven janitorial work-training sites for adults with disabilities; one foster care emergency shelter; and many other services and programs.