Human Resources Assistant

The HR Assistant provides administrative, organizational, and employee-support services to the Human Resources department and Cass Regional Medical Center employees. This position serves as an important first point of contact for employees, leaders, applicants, and visitors to Human Resources and is responsible for providing professional, friendly, and timely service.

The HR Assistant must be highly organized, dependable, detail-oriented, and comfortable working with people, data, technology, and multiple priorities. This position will assist with HR processes including employee records, recruiting, onboarding, employee engagement, reporting, training coordination, benefits and leave support, employee communications, and department and employee relations projects.

The ideal candidate is someone who enjoys helping people, is confident working in Excel and other technology systems, can organize and prioritize competing responsibilities, and takes initiative to make sure things get done.

• Serve as a welcoming and professional first point of contact for the Human Resources department.

• Answer phones, greet employees and visitors, respond to routine questions, and direct employees to the appropriate HR team member.

• Provide excellent customer service while maintaining confidentiality and professionalism.

• Assist employees with locating information, completing HR forms, and navigating HR processes.

• Maintain a positive and approachable presence within the HR department.

• Support HR team members with daily administrative and operational needs.

• Assist Employment Coordinators with recruiting and hiring processes.

• Assist with job postings, applicant tracking, interview scheduling, candidate communication, and pre-employment processes.

• Utilize the Paycom Applicant Tracking System to monitor candidates, update applicant information, and assist with recruiting reports.

• Assist with preparing job offers and new-hire documentation.

• Coordinate and prepare materials for New Employee Orientation.

• Assist with onboarding activities and ensure required documentation is completed.

• Maintain accurate recruitment and hiring records.

• Assist with career fairs, recruitment events, school partnerships, and other employment outreach activities.

• Develop working knowledge of the Paycom HRIS and assist employees and leaders with routine system questions.

• Enter, update, and maintain employee information accurately.

• Assist with HR reports, audits, data collection, and employee records.

• Run and organize reports using Paycom and Excel.

• Assist with tracking staffing, vacancies, turnover, recruitment activity, employee development, and other HR metrics.

• Identify discrepancies or missing information and follow up to ensure records are accurate.

• Utilize Microsoft Excel to maintain spreadsheets, trackers, reports, and HR data.

• Assist with compiling and analyzing information for HR leadership.

• Maintain organized tracking systems for projects, deadlines, employee activities, and HR initiatives.

• Create and maintain calendars, schedules, checklists, and project timelines.

• Monitor deadlines and follow up with appropriate individuals when information or action is needed.

• Assist with preparing presentations, reports, and materials for leadership meetings and projects.

• Assist with employee recognition, engagement, and employee experience initiatives.

• Support programs such as employee recognition, employee events, surveys, engagement activities, and department initiatives.

• Assist with communication and coordination for employee programs and activities.

• Help maintain a welcoming and employee-focused HR environment.

• Assist with tracking participation and completion of employee programs.

• Assist with scheduling and coordinating employee education and training activities.

• Maintain training rosters, attendance records, and completion documentation.

• Assist with CareLearning and other employee education systems as assigned.

• Support leadership development, career pathway, certification, and employee development initiatives.

• Assist with coordinating classes, workshops, speakers, and educational events.

• Assist with special projects and strategic HR initiatives.

• Help develop project plans, timelines, spreadsheets, communication materials, and tracking tools.

• Coordinate logistics for meetings, events, training, job fairs, and employee programs.

• Follow projects through from planning to completion.

• Take initiative to identify organizational needs and recommend improvements to processes and systems.

The successful candidate will demonstrate:

People Skills

• Excellent interpersonal and customer service skills.

• Ability to communicate effectively with employees at all levels of the organization.

• Friendly, approachable, and professional demeanor.

• Ability to handle confidential and sensitive information appropriately.

• Ability to work effectively with a diverse group of employees, leaders, applicants, and community partners.

Organization & Planning

• Exceptional organizational and time-management skills.

• Ability to manage multiple projects, deadlines, and priorities simultaneously.

• Strong attention to detail.

• Ability to anticipate needs, follow through, and keep projects moving.

• Ability to create systems and processes that improve organization and efficiency.

Technology & Data

• Strong Microsoft Office skills, particularly Excel.

• Ability to work with spreadsheets, formulas, data, reports, and tracking tools.

• Ability to learn and effectively utilize HRIS and other technology systems.

• Experience with Paycom or another HRIS preferred.

• Ability to identify errors and maintain accurate data.

Communication

• Excellent verbal and written communication skills.

• Ability to communicate information clearly and professionally.

• Ability to interact confidently with employees, applicants, leaders, vendors, schools, and community partners.

Problem Solving

• Demonstrates initiative and sound judgment.

• Able to identify problems, gather information, and determine appropriate next steps.

• Willingness to ask questions, learn new processes, and take ownership of responsibilities.

Required:

• High school diploma or equivalent.

• Experience in an administrative, customer service, healthcare, human resources, education, business, or related environment.

• Demonstrated ability to work with Microsoft Office, including Excel.

Preferred:

• Previous HR or healthcare experience.

• Experience with Paycom or another Human Resources Information System.

• Experience working with spreadsheets, reporting, scheduling, or project coordination.

The HR Assistant is expected to demonstrate the following competencies:

• People First: Creates a positive experience for employees, applicants, and leaders.

• Organization: Keeps information, projects, schedules, and deadlines organized.

• Accuracy: Pays attention to details and maintains reliable records and data.

• Communication: Communicates clearly, professionally, and respectfully.

• Initiative: Sees what needs to be done and takes appropriate action.

• Planning: Anticipates needs and coordinates details to keep projects on track.

• Technology: Learns and effectively uses HR systems and technology.

• Teamwork: Works collaboratively with the HR team and other departments.

• Confidentiality: Protects employee and organizational information.

• Continuous Improvement: Looks for ways to make HR processes more efficient and employee-friendly.

Success in this position will be demonstrated by the ability to:

• Provide a positive and professional experience to employees and applicants.

• Keep HR projects, records, schedules, and deadlines organized.

• Accurately maintain HR data and reports.

• Become proficient in Paycom and other HR systems.

• Provide dependable support to the Employment Coordinators and HR team.

• Help ensure new employees have a smooth and organized onboarding experience.

• Use Excel and HR data to support decision-making and reporting.

• Coordinate HR events, training, recruitment activities, and employee programs.

• Follow through on assignments without requiring constant direction.

• Build positive working relationships throughout the organization.

• Help the HR department move from transactional support to a more organized, strategic, employee-focused function.

• Ability to work in a fast-paced healthcare environment.

• Ability to sit, stand, walk, and move throughout the organization as needed.

• Ability to use a computer and other office equipment for extended periods.

• Ability to maintain confidentiality and professionalism in a busy, employee-facing environment.

• Occasional work outside normal business hours may be required for employee events, career fairs, or special HR activities.