Job Title: HR Assistant

Department: Human Resources

Reports To: Chief Human Resources Officer

Direct Reports: None

FLSA Classification: Non-exempt

Work Location: In-person

Position Summary

The HR Assistant is responsible for providing outstanding customer service while performing a variety of office duties related to the HR department. Supports the HR Office in answering general questions, updating and organizing information and forms including employment, benefits, employee payroll information, producing requested reports and interoffice communication and providing follow-up in responding to requests as needed. This position will also provide administrative support to the CHRO to include invoice review, inputting and reconciliation, HRIS data inputting, processing and organizing documents/files, scanning and filing, and special projects. 

General Duties, Tasks and Responsibilities

• Serves as first contact for visitors and staff; greets all visitors and answers telephone in a courteous and professional manner; records detailed and accurate messages and directs calls to appropriate staff members in a timely manner; exercises independent judgment when handling routine matters or making appropriate referrals.
• Provides administrative support services to the CHRO and coordination/clerical support to the HR department. 
• Receives, reviews and routes incoming mail, informs of important and time sensitive correspondence.
• Creates and maintains accurate and up-to-date files, records, and documentation.
• Runs, reviews, and audits reports as needed. 
• Schedules and organizes appointments and department calendar. Maintains calendar events as directed and provides revised versions when appropriate. 
• Orders, stocks, and maintains appropriate level of supplies including routine supplies and equipment as well as special purchase requests.
• Prepares invoices and submits to Account Payable for approval, reviews and reconciles.
• Assists employees with benefit enrollment/changes as needed. 
• Completes verification of employment.
• Assists and works with benefit providers for routine items
• Work with Accounting to ensure HR data is accurate for payroll processing. 
• Processes required paperwork and data entry for employment and benefit changes, tracks and compiles benefit eligibility paperwork and maintains accurate information in systems, assists with new hire orientation and payroll functions as needed. Reports information to appropriate staff. 
• Provides badge identification and works with Safety/IT for activation and deactivation. 
• Inputs data into Human Resources Information System (HRIS); ensures accuracy in data entry; tracks and records HR-related items for reporting purposes.
• Ensure HRIS connection carrier information feeds are accurate. 
• Tracks and maintains processes such as education assistance, DL/insurance verification, etc. as appropriate. 
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate staff.
• Maintains the integrity and confidentiality of human resource files, records, data and activities.
• Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
• Assists with planning special events such as benefits open-enrollment, organization-wide meetings, employee recognition.
• Complies with all established safety procedures to ensure a safe environment for patients, visitors and staff.
• Participates in performance improvement activities.
• Performs other duties as assigned.

 Education Requirements

• Associate’s degree in Business or closely related field preferred.

Experience Requirements

• Prior office experience minimum 1 year preferred.

Computer Skills

• Strong computer skills including Microsoft Word, Excel, PowerPoint and Outlook.

Additional Skills

• Excellent verbal and written communication skills. 
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Ability to maintain confidential information.
• Excellent organizational skills and attention to detail.
• Ability to balance multiple priorities. 
• Proficient with or the ability to quickly learn payroll management, human resource information system (HRIS), and similar computer applications. 

• Knowledge of office management systems and procedures.
• Ability to operate general office equipment.