Human Resource (HR) Administration Assistant

Description

The Immigrant and Refugee Community Organization (IRCO) is a non-profit organization established in 1976 to serve immigrants, refugees, and the broader community in Portland, Oregon. Our mission is to welcome, serve and empower refugees, immigrants and people across cultures and generations to reach their full potential. Find out more at www.irco.org. 

POSITION:                            Human Resource (HR) Administration Assistant

JOB CLASS/GRADE:            Specialist/Grade 8

WAGE:                                   Starting at $48,600 per year based on experience 

FLSA; EEO; WC:                    Non-Exempt; Administrative Support Workers; 8877

LOCATIONS:                        IRCO Main Office, 10301 NE Glisan St Portland OR 97220, On site Daily 

FTE; FT/PT; STATUS:           1.0 FTE; Full-Time with Benefits; Regular

NUMBER OF POSITIONS: (1)

APPLY AT:                            www.irco.org 

STATUS:                                Full-Time with Benefits

PROGRAM(S):                      Administration

SECTOR:                                Human Resources 

Program Summary
The HR team's purpose is to hire, train, retain, develop, and support employees while also overseeing employee relations, benefits, and employment laws.

Position Summary
The HR Administration Assistant provides professional, clerical and project support for the Administration Department. This position performs clerical duties involving independent judgment, initiative, and tact. It directly interfaces with all levels of internal personnel, both internal and external vendors. This position often has a wide variety of work situations, and the job involves a high degree of complexity. It operates independently with minimal supervision and performs duties with little direction given. The job requires flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of employees, clients, and vendors. This position must balance requests by various shareholders. The work is in a constantly changing social service environment. 

Essential Functions

These essential job functions are fundamental to the performance of the job. Individuals are qualified to do the job only if they can perform all the essential functions of the job with or without reasonable accommodation. The essential job functions include many, but not all the necessary tasks the employee may be asked to perform:

• This position must have strong skills in decision making, interpersonal skills, conduction presentations, teamwork, problem analysis, creativity, negotiation, customer service, training/supervising, perform basic math (add, subtract, multiply and divide), perform basic programming (database setup, setting system defaults, some software modification) and independent judgment.
• Post and remove organization wide job openings on positions to job boards with expertise, and knowledgeable in using Paylocity, specifically in the Recruiting module of Paylocity. 
• Create and conduct HR presentations on training as needed.
• Provide exceptional backup support for Front Desk Lead Receptionist duties, include greeting visitors at the door, directing clients to identify appropriate resources to help them access services at IRCO and externally, answering incoming calls, receiving packages and donations, managing mail distribution and other clerical duties when necessary.
• Monitor and report on staff languages on a quarterly basis to assist Front Desk staff members with serving clients.
• Provide superior customer service to internal and external partners. 
• Orient and/or train new HR Assistant, Front Desk staff and/or volunteers as needed.
• Review and approve Amazon Business orders and invoices, complete weekly reconciliation, and prepare documentation for Finance teams.
• Perform basic programming (i.e., assist with database setup, setting system defaults, some software modification) while using independent judgement to assist with bi-annual audits on the Badge Program database to ensure accuracy of recordkeeping, in collaboration with the Operations team. 
• Coordinate bi-Monthly/regularly ordering organization wide business cards for all staff and payment to vendors.
• Provide agency approval for Amazon Business orders and invoices including weekly reconciliation and preparation for the Finance/Accounting Team.
• Bi-Monthly/regularly ordering of agency business cards for all staff and payment to vendors.
• Assist with a wide range of administrative functions, such as scanning, photocopying, and filing, including but not limited to human resources and office support as needed in other departments.
• Maintain administration supply inventory and stock all necessary administrative supplies. 
• Process outgoing mail for all departments, including monthly postage reports to the Finance Department.
• Conduct Provide the first or second review for the live check log. Perform basic math (add, subtract, multiply, and divide)
• Assist and collaborate with HR Team with HR Projects as needed. Model and maintain collaborative working relationships/teamwork.
• Maintain positive working relationships with agencies, programs, and with all community contacts.
• Strong project and time management skills.
• Workability to work flexible hours and a variety of schedules when necessary, and as needed.
• Must have strong computer skills and ability to use a PC and proficiency in many Microsoft Office programs.
• Create and maintain fillable HR forms.

Secondary Functions

• Schedule Job Fairs for the Talent Acquisition Specialist as needed.
• Schedule conferences for the HR Manager and Director as needed. 
• Provide Notary Services as needed.

Requirements

Education & Experience

MINIMUM JOB SPECIFIC QUALIFICATIONS:

Any combination of education and experience that demonstrates the ability to perform the duties of the position is qualifying. This would typically include the minimum Education/Teaching & Professional Experience as listed below:

• Associate degree or equivalent and/or professional training in office administration, accounting, and/or Human Resources
• Minimum three (3) years of clerical/administrative experience.
• Must be fluent in English. Bilingual preferred.
• Strong skills in community focused interpersonal, and organizational communication.
• Ability to communicate with a variety of personality types and levels of the organization as well as with people outside of the organization and can communicate in a positive manner verbally, in writing, and by phone to individuals and groups.
• Ability to listen for understanding and assist in problem solving.
• Must be punctual, maintain an excellent attendance record, and be able to work flexible hours to meet the availability of employees, clients, and customers.
• Ability to use basic office equipment, telephone, copy machine, fax machine, and personal computer.
• Ability to sit, stand, walk, and talk on the phone and/or use computer terminal for long periods of time. Ability to sit, stand, walk, and talk on the phone and/or use a computer terminal for long periods of time.
• Ability to work in varied temperatures and weather conditions.
• Must have good interpersonal supervisory skills to train team members and also oversee the work of others including volunteers and temporary staff. 
• Ability to meet multiple, sometimes conflicting deadlines.
• Strong analytical and decision-making abilities.
• Ability to deal with distressed and/or demanding customers and employees in an effective manner.
• Ability to work in a fast-paced environment and make good judgments as it pertains to clients and customers.
• Ability to maintain a high level of confidentiality.

Physical, Mental, & Environmental Requirements

• Communication: Some interaction with those inside the organization to exchange information.
• Creativity: Minimal need for the redesign of single focus process or procedure is needed.
• Mental: There is regular variation in tasks, and the job holder must decide which tasks to complete as well as the order in which tasks are completed.
• Physical: Positions at this level require minimal physical effort such as light lifting, carrying or movement, etc. Physical capability involves use of office equipment where some agility and hand eye coordination is needed.
• Impact and Influence: Positions at this level have a minimal need or ability to analyze problems or concepts or make decisions on the information. Positions at this level have minimal impact and influence on organizations’ operations, programs, expenses, or budgetary outcomes. Positions at this level have minimal impact and influence on organizations’ operations, programs, expenses, or budgetary outcomes.
• Planning: Positions at this level have little to no planning responsibility beyond the need to schedule own work and determine the impediments to own work schedule.
• Environment: There is a moderately low level of personal risk encountered. Job conditions are occasionally uncomfortable relative to noises, temperature, inside/outside work, dirty conditions, or interactions with angry or hostile people.
• Schedule: The work schedule is regular and stable in office daily and does not fluctuate on a hybrid schedule.

Supervisory Responsibilities

Positions at this level are not responsible for any supervisory functions, or responsibilities, but may occasionally be asked to orient and/or train new employees or volunteers.

Knowledge

Education: Associate degree (3)

Experience: 3-4 years of experience is required (4) 

Licensure, Certification: Notary required must be obtained within the first 90 to 120 days.

Additional Language Required: English required – Bilingual preferred.

Computers: All positions at IRCO require use of a computer and experience working with Microsoft Products including but not limited to Microsoft 365, Excel, Word, Outlook, and PowerPoint. 

Skills

Communication: Some interaction with those inside the organization to exchange factual information (2)

Creativity: Minimal need for the redesign of single focus process or procedure is needed (2)

Effort

Mental: There is regular variation in tasks, and the job holder must decide which tasks to complete as well as the order in which tasks are completed (3)

Physical: Positions at this level require minimal physical effort such as light lifting, carrying or movement, etc. Physical capability involves use of office or equipment where some agility and hand eye coordination is needed (2)

Responsibility

Impact and Influence: Positions at this level have a minimal need or ability to analyze problem or concepts or make decisions on the information. Positions at this level have minimal impact and influence on organization operations, programs, expense or budgetary outcomes. (2)

Work Independence: Positions perform routine work with regular supervision and generally are given instructions or written procedures. Positions occasionally encounter variation and are encouraged to suggest ways to respond, but can't take final action without approval (2)

Planning: Positions at this level have little to no planning responsibility beyond the need to schedule own work and determine impediments to own work schedule. (1)

Supervision: Positions at this level are not responsible for any supervisory functions or responsibilities but may occasionally be asked to orient and/or train new employees or volunteers. (1)

Working Conditions

Environment: There is a moderately low level of personal risk encountered.  Job conditions are occasionally uncomfortable relative to noise, temperature, inside/outside work, dirty conditions, or interactions with angry or hostile people (3)

Schedule: The work schedule is mostly stable and does not fluctuate without prior notice. (2)

Required Engagement 

Engage fully in recommended professional development, as well as other assigned or required training activities. This engagement can also include participation in optional activities that embrace IRCO’s mission, vision, and values-based initiatives. 

IRCO is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any characteristics protected by State and Federal law. We will make reasonable accommodations to meet our obligations under the Americans with Disabilities Act (ADA) and state disability laws.