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Human Resources Assistant

Job Title: Human Resources Assistant

Reports To: Human Resources Director

Position Status:    Full Time

Exempt Status:   Non-Exempt

Direct Reports:    No

Position Summary:

The HR Assistant provides administrative support to the HR Team.  Functional areas include recruitment and selection for hourly non-exempt positions, new employee orientation and onboarding, data entry, processing of employment status changes, responding to employee questions, training, recordkeeping, compliance, and other areas as required.  Qualifications include an Associate Degree in Business or related field and 1-3 years of related experience in a Human Resources role.  Must have a valid U.S. Driver’s License and ability to successfully complete a Motor Vehicle Record Check and DHS background study.


Recruitment and Selection:

  • Maintain the process of recruiting qualified candidates from job requisition to new hire orientation.  Ensure that the process is effective, reliable, and complies with EEO/AAP.  Use creative and effective strategies to ensure quality of hire.  

  • Post jobs and market the openings utilizing an on-line and in-person recruiting presence.  Connect and maintain networking contacts with area resources and potential recruitment locations.  Establish and maintain rapport with Supervisors to understand the best fit of candidates to positions. 

  • Complete all pre-employment and new hire paperwork accurately and in compliance with state and federal laws, rules, policies and regulations, and OMI policies and procedures.  Maintain accurate applicant tracking.

  • Set up training/courses and data entry after NEO orientation and check in with new employees and supervisors to ensure training.

  • Work together with HR Team to continuously evaluate what is working and what is not working for strategies and tools, brainstorm and work together to accomplish the end goals.

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New Employee Orientation:

  • Set up and conduct new hire orientation sessions. 

  • Routinely follow up with new hires to ask how they are doing to ensure that each one has their questions and concerns answered.  Provide feedback to supervisors and/or Directors to ensure there is a quality new hire experience after orientation.

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Data Entry and Record Keeping:

  • Enter new hire data in to the HRIS system.  

  •  Process Status Change Forms.

  • Assist with the processing of Termination paperwork.

  • File, scan, and upload employment records and maintain them in accordance with State, Federal, and Local laws.

  • Assist in maintaining various tracking tools and logs used in HR for workflow and communication. Assist with data queries and reports.  Track and report on various HR metrics.

 

Responding to Employee Questions:

  • Answer incoming HR related phone calls, respond to voicemails, and utilize email for correspondence.

  • Discern between commonly asked questions that can be directly answered and situations that must be referred to or shared with the HR Director or HR Generalist.

 

Training and Communication:

  • Provide training to new employees and annual trainings to supervisors and all employees  

  • Involvement with communicating policies and procedures, implementing recognition/retention strategies

  • Ensures all employee and organization information is kept confidential

  • Assure and maintain general compliance with state and federal regulations for all human resources practices and OMI policies and procedures.

 

Other Duties:

  • Participate in Organizational events and activities.

  • Professionally represent the Organization and department or site to current employees, volunteers, vendors and community.

  • Maintain a clean and organized work environment.

  • Observe all company policies, rules, and safety practices.

 

Physical Demands:

The tasks of this position generally require the following:

  • Occasionally lift and move up to 50 lbs to waist height unaccompanied.

  • Regularly sit for duration of shift.

  • Regularly required to walk, stand, or stoop.  

  • Coordinated use of hands and fingers to grasp, feel objects, transfer small items from one hand to another, fine manipulation, and bilateral reach with arms.

  • Use of close vision, depth perception and ability to adjust focus.

 

Work Environment:​

  • Fast paced office environment

  • Regularly work with others.

  • The noise level in the office is generally moderate.

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Safety and Ergonomic Requirements:

  • Must practice safe work practices at all times and report any unsafe conditions immediately.

  • Attend and participate in all required safety trainings.

  • Participate in ergonomic stretches and follow all ergonomic requirements of the position.

  • Follow all personal dress requirements according to the established dress code and safety requirements.

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Qualification Requirements

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 individuals with disabilities to perform the essential functions.

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Education/Experience
A minimum of a 2-year degree in human resources, management, or similar field and 1-3 years of related experience in a Human Resources role.

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Language Ability
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
 
Math Ability
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to calculate figures and amounts such as discounts, interest, proportions, and percentages.

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Reasoning Ability
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to deal with several abstract and concrete variables.  Must be detail oriented and able to maintain a high level of confidentiality.

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Computer Skills
Working knowledge of the Microsoft Office programs including Microsoft Word, Microsoft Excel, Microsoft PowerPoint and Microsoft Outlook. Experience with HRIS and Payroll systems.

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Certificates and Licenses
Maintain a valid Class D driver’s license and compliance with Organizational insurance driving guidelines.  Obtain and maintain First Aid and CPR certification (training provided).

 

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