HR Assistant

Position Summary:

The HR Assistant provides administrative support to ensure effective and efficient operations of the organization’s Human Resources department. This role is responsible for new employee onboarding, managing personnel files, completing background checks, and providing general HR-related assistance to employees.

Responsibilities:

General HR

• Establishes, maintains, and closes digital employee personnel files in compliance with applicable organization, audit, and legal requirements.
• Verifies, completes, and maintains I-9 documentation according to Federal guidelines.
• Compiles documents during pre-employment, after new hire onboarding, and continuously during employment.
• Tracks required staff certifications, registrations, licenses, etc. in collaboration with the Credentialing Specialist. Verifies credentials are current on an annual basis, or more often if needed/required.
• Processes monthly background checks for behavioral health staff and other background checks for early learning and other identified staff as required.
• Assists employees with general HRIS needs (ex., resetting passwords, system training).
• Posts employee “coming and goings” twice monthly to all staff.
• Completes leave/absence census reports twice monthly.
• Participates in audits of personnel files, benefits, or other HR programs/procedures. Reviews any corrective action or recommended process improvements with HR Leadership.
• Reports all employee relations issues, such as employee complaints, harassment allegations and civil rights complaints, to HR Leadership.
• Directs HR policy/process/procedure, employment law, and other high-level HR questions to HR Leadership.

Recruitment

• Assists and backs up the recruitment team by providing support including:
  • Enters approved job descriptions in the HRIS and shared drive. Sends updated job descriptions to impacted staff for signatures, as appropriate.
  • Reviews applications and matches education, experience, and skills with position-specific requirements and forwards qualified applications to assigned hiring manager.
  • Conducts phone screenings with qualified applicants as requested.
  • Schedules job interviews, including coordination of calendars and schedules and approval of interview questions.
  • Initiates the reference checking process, reviews the feedback reports, and provides the report to the assigned Talent Acquisition Specialist and/or hiring manager.
  • Establishes and maintains digital applicant files and applicable applicant documents.
  • Creates and distributes new hire e-mails and new hire packets.
  • Attends job fairs and other external recruiting events and identifies creative sources to reach potential applicants.

Onboarding

• Creates new employee records in the HRIS.
• Facilitates new employee onboarding twice per month
• Tracks job descriptions and onboarding checklists for new hires and assures required items have been completed and signatures are obtained.
• Enters new hire information into various benefit portals.

HR Department Support

• Monitors ticketing system and assigns tickets to the appropriate HR staff member(s).
• Processes incoming mail.
• Monitors the HR Department email box and forwards emails to HR staff member(s) as needed.
• Creates and distributes documents.
• Schedules HR team meetings prepares agenda and maintains notes for each meeting.
• Orders requested supplies.
• Participates in administrative staff meetings and attends other meetings and seminars as requested/required.
• Provides clerical and administrative support for HR Leadership, including:
  • Drafts letters, e-mails, and other documents.
  • Tracks changes to policies, procedures, and the Employee Handbook and submits for review and approval.
  • Coordinates and schedules meetings, training sessions, and other requested events.

Other Duties

• Acts as the primary HR contact for emergency alerts (RAVE alerts).
• Recommends new approaches, efficiencies, and continual improvements to HR Leadership.
• Schedules events and participates in special projects as assigned.
• Serves as a member of agency committees as requested by HR Leadership.
• Performs other duties as required and assigned.

Job Requirements:

The following requirements are those that are normally required for performance of the Human Resources Assistant position.  Any disabled applicant or incumbent who does not meet one or more of the requirements, but who can perform the essential function of the job (with or without reasonable accommodations) shall be deemed to meet these requirements.

Physical Requirements:

This position normally requires the physical demands of standing, walking, bending, lifting or performing other work requiring medium physical exertion, talking and hearing and adequate vision on a continuous basis to perform the jobs essential requirements. 

Non-Physical Requirements:

Education

• High school diploma or GED required
• Associate degree in business administration or human resources or related field preferred.

Experience

• Two years of experience in human resources, general office or clerical, customer service, or related field required.
• Experience working in a non-profit organization highly preferred.

Special Skills

• Bilingual English & Spanish required.
• Excellent clear and concise verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations and documents with tact, professionalism, and diplomacy.
• Excellent organizational skills and high attention to detail.
• Strong technological skills including proficiency with Microsoft Office Suite and the ability to quickly learn human resource information system (HRIS), payroll management, and/or similar computer applications.
• Mission-focused with sensitivity to organizational needs.
• Strong time management skills and ability to work at a fast pace while maintaining accuracy.
• Perceptive and capable of relating to individuals at all levels within the organization.
• Ability to organize and prioritize regular and fluctuating workload.
• Knowledge of employment law and other government compliance regulations preferred.

Licenses, Registration, Certification

• Valid driver’s license and required minimum liability insurance for WA State
• Must be deemed insurable as determined by Catholic Charities liability insurance provider.

Employment is conditional upon:

• Being cleared by criminal background check and fingerprinting when required

Work Schedule: Monday-Friday, 8:00am - 5:00pm
Wage Range: $23.00-$28.50 per hour, depending on education & experience
Benefits:

• 13 paid holidays, 12 days of vacation, 12 days of sick leave per year
• Health insurance including medical & prescription coverage, with optional dental and vision insurance plans. Majority of premiums paid by Catholic Charities
• Retirement 403(b) Plan: employee contributions commence upon employment; Catholic Charities contributes 2% of monthly income and matches up to 4% of employee contributions following 6 months of employment
• Basic Life Insurance paid 100% by Catholic Charities
• Flexible Spending Account eligibility following 6 months of employment
• Education Assistance Program reimbursing up to $5,250 per year for approved continuing education after 6 months of employment
• Additional voluntary insurances including supplemental life, accidental death & dismemberment (AD&D), critical illness, long term disability, accident, and ID theft
• Employee Assistance Program includes 3 counseling sessions per year, legal consultations, financial coaching, and other wellbeing tools
• Annual longevity awards begin at 5 years of employment

It is the practice of Catholic Charities to ensure equal employment opportunity without discrimination or harassment on the basis of race, color, national origin, sex, age, disability, citizenship status, marital status, creed, genetic predisposition or carrier status, sexual orientation, gender expression, or any other characteristic protected by applicable law. Applicants from underrepresented backgrounds are encouraged to apply. We gladly offer reasonable accommodations to individuals with disabilities to support participation in the hiring process and employment.