Human Resources Assistant

** This position works primarily on-site at the administrative office in Countryside.   **

SUMMARY

Responsible for providing administrative assistance to the HR team, the HR Manager, and the Chief People Officer.  This position provides administrative assistance in recruitment, onboarding, offboarding, benefits, credentialing, human resources information system (HRIS), compliance, departmental documentation requirements, and other general human resource functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assists with preparing paperwork and conducting pre-hire orientation with new hires to ensure readiness for candidate’s first day. Works with IT Department and supervisors to set up new hires within organization systems and at office locations.  Ensures staff have the needed supplies, uniforms, keys, etc. and are prepared for their first day.
• Prepares and processes new hire and employee documentation in accordance with departmental standards. Enters data into HR systems.
• Assists HR Team with conducting new hire orientation for new staff, students, and contractors.
• Verifies staff credentials with universities, licensing, and other institutions. Tracks and follows up with staff when licenses and certifications are outstanding and/or expire.
• Assist with the offboarding process by processing employee files, updating systems and compliance documentation, and coordinating the equipment, keys, uniforms back to the respective departments.
• Assists the Chief People Officer and HR Manager with regular administrative needs, position, and departmental projects.
• Assists with reviewing, auditing and reconciling carrier feed reports, insurance, and vendor invoices and submitting through the organization’s expense system for processing.
• Assists the HR team with posting positions on job boards and external websites, resume/profile searches, and completing candidate references and verifications of work history.
• Maintains and audits files for staff, students, and volunteers. Ensures files are in compliance with departmental standards and programmatic and regulatory requirements.  Gathers the supporting staff documentation from files and systems in response to programmatic and organizational audits.
• Assists with benefit questions and meetings for new hires, changes, and the annual open enrollment meetings. Enters benefit information into respective systems and processes enrollments and changes. Assists with running reports and entering data into templates for benefit plans.
• Provides ongoing updates and maintenance to compliance tracking spreadsheets, the intranet, Training Databases, and the staff directory. Assists supervisors with developing program curricula and running reports from the training systems.
• Responsible for maintaining, auditing correcting, and purging of staff I-9 records.
• Regularly reviews and purges employment records according to record retention requirements.
• Completes employment verifications for current and former employees and contractors.
• Assists with preparing leave paperwork, unemployment responses, and verification requests for the department.
• Conducts orientations for new volunteers on organization policies and programs. Manages the volunteer files and all required documents. Maintains regular communication with program supervisors on volunteer’s performance and time with PCH.
• Assists the Credentialing Specialist with completion of required credentialing and privileging documents and entry into the tracking system.
• Assists with following up with staff and supervisors on required forms or documents for the employee’s HR file.
• Assists the HR team with planning and conducting staff events and meetings.
• Assists employees and supervisors with day-to-day policy, HRIS, and benefit questions and requests. Escalates to HRM or CPO as needed.
• Participates in team meetings and in developing department goals, objectives, and systems.
• Provides back-up coverage to the front desk staff with welcoming guests, vendors, and clients into the office.
• Other duties as assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and or ability required.  Reasonable accommodations may be made to enable an individual with a disability to perform the essential duties and responsibilities.

EDUCATION/EXPERIENCE

High School diploma required.  2-3 years of human resources experience required.  Equivalent combination of education, training, and work experience may be considered in lieu of requirements.

Skills and Knowledge

• Embodies support of Pillars Community Health’s mission and vision.
• Responsible for upholding the highest standards of ethical and professional behavior.
• Ensures confidentiality in all aspects of job performance.
• Assures an environment of inclusiveness and demonstrates a commitment to diversity in the workplace.
• Strong customer service focus with ability to determine customer needs and respond appropriately. Treats everyone with respect, dignity, and compassion.
• Excellent organizational, time management, and written and verbal communication skills.
• Shows strong attention to details.
• Ability to communicate professionally and effectively to all levels of the organization.
• Is a self-starter; works well both independently and in a team environment.
• Ability to work on multiple tasks simultaneously, meet required timelines and perform in a fast-paced, complex organization.
• Is punctual and regular in attendance.
• Is committed to continuous learning, skill development and application of new knowledge related to both human resource management and the organization.
• Excellent computer skills in Microsoft Office: Word, Outlook, Excel, and Power Point.

Other

Illinois Driver’s License required.  Personal vehicle needed for transportation between PCH sites. Mileage for authorized work-related purposes is reimbursable.