Human Resources Assistant (53120)

Position Summary:

The Human Resources Assistant will be responsible for providing administrative support to the department in all HR functions, including, but not limited to, the maintenance of employee files and records, technical assistance, and the initial orientation process for new hires. The HR Assistant will also provide HR support and assistance to staff within the Citrus and CSU programs.

Essential Job Functions:

- Assists with facilitating and coordinating New Hire Orientation and ensures all required onboarding documentation is completed and maintained.

- Ensures all staff have ID badges, as appropriate.

- Scans, uploads, and maintains employee files and records in accordance with agency, accreditation, and regulatory requirements.

- Maintains and updates employee records and documentation within the HRIS and other applicable systems to ensure accuracy and compliance.

- Assists with processing employee status changes, separations, termination files, and other HR-related documentation.

- Assists in scheduling appointments as needed.

- Monitors employee compliance requirements, including required trainings, certifications, licenses, and other required documentation; assigns training as necessary and follows up with employees and supervisors regarding outstanding items.

- Performs periodic audits of HR files and records to ensure all required documentation is complete, accurate, and properly maintained.

- Assists with tracking HR-related reports, compliance deadlines, and required documentation for audits and regulatory purposes.

- Provides HR administrative support to staff and leadership within the Citrus and CSU programs.

- Provides administrative and HR support to the HR Business Partner in addressing employee relations matters involving Citrus and CSU staff

- Conducts routine employee relations investigations, including interviewing employees and witnesses, reviewing relevant documentation, evaluating information obtained, identifying applicable policies, documenting findings, and making recommendations regarding appropriate corrective action or other resolution. Escalates complex, sensitive, or high-risk matters as appropriate.

- Interprets and applies established HR policies and procedures to routine employee inquiries and workplace situations, exercising judgment determining appropriate application and escalating matters involving significant risk.

- Provides routine assistance to employees regarding HR processes and HRIS issues, troubleshooting concerns as appropriate and escalating more complex matters to the HR Business Partner.

- Responds to incoming calls to the HR department and answers public or staff inquiries when necessary.

- Performs general research and analysis as needed.

- Communicates regularly with the HR Business Partner regarding the progress of defined goals and required results.

- Embraces and embodies the mission, vision, guiding principles, clinical vision, and goals of WestCare Foundation.

- Completes all required orientation and mandated training activities, including E-Learning courses, within established timeframes.

- Performs any other duties as assigned.

Qualifications

Essential Qualifications:

Certifications/Licensures:

- None

Education:

- High School Diploma or equivalent is required.

- Associate degree (two-year degree) from an accredited college or university in Human Resources, Business Administration, or a related field is preferred

Experience and Competencies:

- Minimum of 1-2 years of experience working in Human Resources is preferred

- Prior experience in a nonprofit behavioral health environment is preferred.

- Bilingual is preferred.

- Ability to read, analyze, and interpret technical human resource journals, financial and benefit reports, and legal documents.

- Knowledge of or ability to learn HR policies, procedures, employment practices, and employee relations processes.

- Understanding and application of federal, state, local, and agency confidentiality rules and professional standards of conduct.

- Ability to handle sensitive and confidential employee information with discretion and professionalism.

- Adherence to the highest standards of ethical conduct and confidentiality.

- Knowledge of HIPAA, professional ethics, consumer rights, and confidentiality.

- Knowledge of Incident Reporting.

- Must have advanced Word and Excel skills, as well as familiarity with other Microsoft Office programs.

- Ability to apply basic mathematical concepts.

- Ability to collect data, establish facts, and draw valid conclusions.

- Highly organized with strong attention to detail and accuracy.

- Demonstrated ability to exercise sound judgment and apply effective analytical, problem-solving, and decision-making skills.

- Ability to work independently with minimal supervision while meeting established deadlines and priorities.

- Proven ability to prioritize competing demands and keep appropriate parties apprised of progress.

- Demonstrated effectiveness working efficiently, productively, and with urgency in a fast-paced, high-volume work environment.

- Shows initiative, persistence, and resourcefulness in identifying and resolving problems.

- Excellent verbal and written communication skills, with the ability to communicate effectively and professionally with employees, leadership, external agencies, and the public.

- Ability to respond effectively and professionally to sensitive inquiries or complaints.

- Ability to work well in a team environment.

- Demonstrates the ability to establish and maintain effective working relationships with consumers, co-workers, external partners, and regulatory agencies.

- Knowledge of WestCare's mission, goals, and values.

- Familiarity with WestCare services and programs.

- Understanding of professional ethics, consumer rights, and professional responsibilities.

- Understands the ability to work effectively with individuals from diverse community backgrounds.

- Articulates a working definition of trauma.

- Understands the impact of trauma and re-traumatization.

- Ability to create a safe, welcoming, supportive, and relational environment for consumers and staff.

- CPR Certification, First Aid Certification, and an annual Tuberculosis test.

- Demonstrates a high degree of dependability.

Maintains a satisfactory attendance record.

- Observes scheduled working hours.

- Shows flexibility and responsiveness to supervisory requests.

- Demonstrates integrity and quality workmanship.

- Uses work time productively.

- Demonstrates the ability to establish and maintain effective working relationships.

Is courteous and professional with consumers, staff, and others.

- Demonstrates tact and professionalism.

- Cooperate effectively with individuals both within and outside the organization.

- Accepts direction and supervision appropriately.

- Maintains a positive and professional attitude toward work.

- Ensures and maintains a safe working environment.

Maintains a clean and orderly work area.

- Understands and adheres to agency safety procedures.

- Demonstrates appropriate knowledge and use of Unusual Incident Reports in accordance with agency reporting procedures.

- Presents a positive and professional image.

- Dresses and maintains a professional demeanor.

Working Conditions:

- Work is primarily performed in an office

Essential Physical and Mental Demands of the Job

The employee must be able to perform the following essential duties and activities with or without accommodation:

Physical Demands:

- Requires mobility and physical activity: Having an adequate range of body motion and mobility to work in an office, residential, or outdoor environment including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 50 pounds.  Use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files).  Requires the ability to defend oneself and clients in physically abusive situations through the use of approved physical de-escalation techniques.

- Requires talking: Expressing or exchanging ideas by means of the spoken word.  Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly.

- Requires hearing: Hearing is required to receive and communicate detailed information through oral communication.

- Requires seeing: Clarity of vision at 20 inches or less and at distance. This factor is required to complete paperwork for many of the employee’s essential job functions and to observe client behavior and activities in and out of the facility.

- The normal work routine involves no exposure to human blood, body fluids or tissues.  However, exposure or potential exposure may be required as a condition of employment. Appropriate personal protective equipment will be readily available to every employee.

M ental Demands:

- Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions.

- Requires the ability to work and cooperate with clients, co-workers, managers, the public and employees at all levels in order to exchange ideas, information, instructions and opinions.

- Requires the ability to work under stress and in emotionally charged settings.

- The ability to defend oneself and clients in mentally/verbally abusive situations through the use of approved mental/verbal de-escalation techniques.

- Must be able to handle multiple demands from simultaneous telephone calls, visitors and clients and staff members