Human Resources Assistant - ENTRY LEVEL
Job Description
Hybrid-This job combines on-site work at a specific address with some remote flexibility
Want to be a DIFFERENCE MAKER? Join our team and BUILD BRIGHTER FUTURES.
WHY WORK FOR OAKLAND FAMILY SERVICES?
We know that in order for you to do your best work and meet our mission, you must be able to be your best self. At Oakland Family Services (OFS), we care about our staff as people first. We treat our team members like family and understand the importance of their families at home. We recognize the significance of flexibility and work/life balance.
We also know that your success…is our success. That’s why OFS not only honors the talent and experience you bring; we actively seek to develop it.
Oakland Family Services has proudly been named a Top Workplace for nine (9) consecutive years, voted on by our own staff. We offer a warm, engaging, equitable, supportive, and inclusive work environment.
ABOUT OAKLAND FAMILY SERVICES
Oakland Family Services is a private, non-profit service organization serving our community and building brighter futures for more than 100 years. We proudly offer a continuum of prevention, education and treatment services that span the human life cycle.
OUR MISSION: Providing individuals and families the opportunity to build brighter futures.
OUR VISION: Communities of thriving individuals and families.
Between our strong commitment to our mission and a workplace culture that puts our staff first, we enrich the lives of those we serve, strengthen families, and build brighter futures for those we serve and those we employ.
WHAT’S IN IT FOR YOU?
- Competitive compensation.
- Comprehensive medical, dental, prescription, and vision coverage.
- Flexible Spending Accounts and HSA options.
- Retirement plan with a company match.
- Long-term disability insurance.
- Voluntary short-term disability.
- Life insurance and AD&D.
- Malpractice insurance.
- Paid time off benefits, including generous vacation, sick, personal, and bereavement days.
- Twelve (12) paid holidays, including a floating holiday of your choice!
- Annual pay increases, as approved.
- Employee assistance program for you and immediate family.
- Network of support for your health & well-being.
- Verizon cellular plan discount.
- Mileage reimbursement at the IRS rate.
- Loan forgiveness programs.
PLUS...
- Commitment to diversity, equity, inclusion, and belonging.
- Family friendly practices and support.
- Flexible work schedules, as appropriate.
- Hybrid and virtual work options, as appropriate.
- Highly robust and comprehensive onboarding and training program.
- Paid professional development.
- Free online trainings that count toward continuing education credits.
- Employee assistance programs.
- “Dress for Your Day” approach to dress code.
- Financial literacy education and workshops.
- Collaborative annual performance appraisals.
- “Casual for a Cause” program for clients and staff in need.
- And more!
- Some benefits applicable to regular, full-time employees only.
WE KNOW CULTURE MATTERS…
We spend many hours of our day working. Workplace culture affects our well-being, how we feel about coming to work, and how we perform. Oakland Family Services prioritizes having a healthy, inclusive, equitable, and effective workplace culture. That’s why we proudly have ten (10) defined cultural value statements that dictate how we operate. Cultural values are embedded into all we do and how we do it!
…MORE ABOUT OUR AWARD-WINNING CULTURE
- Our CEO wants to get to know staff personally and has an open-door policy. She hosts regular staff lunches and townhalls to answer questions.
- Open, honest, and transparent communication is celebrated.
- We practice giving the benefit of the doubt.
- We believe that feedback is the breakfast of champions! That’s why we have a staff suggestion program.
- We want our team members to feel valued. That’s why we have a staff recognition program.
- Having FUN is an important part of the job! We love hosting events such as staff recognition celebrations and luncheons, road rallies, seasonal parties, food truck lunches, ice cream days, surprise giveaways, spirit weeks, Bring Your Child to Work Day, cook off/bake off contests, and more.
Responsibilities/Essential Functions
The Human Resources Assistant will assist in the Human Resources Department with the general administration of many of the day-to-day operations of the human resources functions and duties. The HR Assistant carries out responsibilities in some or all of (but not limited to) the following functional areas: recruitment, pre-hiring screening on-boarding, personnel file maintenance, staff engagement and retention initiatives and more. This position has a key role in the lifecycle of the employee from job postings, interview coordinating/scheduling, phone screening, background checks, orientations and separation procedures.
The Human Resources Assistant responsibilities includes providing basic guidance, support and coordination in the application of polies, procedures and practices of the Human Resources Department and therefore has a good understanding of regulatory laws and best practices. This position is also responsible for maintaining methods of data collection practices, data storage and reporting. The HR Assistant will provide customer service assistance to staff, other programs/departments and leadership team members.
The Human Resources Assistant reports directly to the Talent Acquisition Manager and indirectly to the Director of Human Resources.
Specific Duties and Expectations
Recruitment Responsibilities
- Receive, review and assure completion of open position requisitions from hiring managers and develop job posting announcements from the position job description.
- Post and/or refresh all job vacancies on a variety of web-based job posting boards such as HandShake, Indeed, Linked In and other applicable sources.
- Assist Talent Acquisition Manager with screening applicants of designated positions or recommend a formal phone screen or interview.
- Assist with applicant tracking system in ADP Workforce Now Talent.
- Assist with data tracking (open positions, filled positions, interviews, outcomes, hiring incentives, etc.).
- Schedule interviews for hiring teams and prepare necessary documents (resume, application, interview questions) and prepare the room (on-site or virtual) in advance.
- Ensures that all interview questions and scoring tools have been completed, approved and uploaded for each position.
Pre-Hire, Onboarding and New Hire Orientation Responsibilities
- Assists Talent Acquisition Manager with the pre-hire process to ensure the incumbent provides all required identification, certificates, testing/screening, etc.
- Conducts pre-hire employment background checks, reference checks, employment verifications, etc.
- Coordinates all pre-hire communications with candidates and prepares electronic “pre-hire” and “new hire orientation” forms via DocuSign to send to incumbent for review and completion prior to start date.
- Prepares start date “Welcome Aboard” orientation materials (folders, hard copy documents, welcome bags, etc.) for in person meetings.
- Provides back-up in the delivery of the New Hire Orientation, as needed.
- Assures all mandatory new hire reporting is compliant (I-9 E-Verify, etc.).
- Initiate the credentialing process for on-boarding approval.
- May assist with tracking of compliance and attestation procedures.
Employee Engagement Responsibilities
- Assist HR Team with quarterly general staff meetings (preparation/planning, sign in sheets, décor, shopping, and set up, etc.).
- Assist with the conception of ideas, coordination, and preparations for employee engagement events.
Administrative Responsibilities
- Maintains ongoing driving record checks, current auto insurance and driver’s licenses as required for authorized Oakland Family Services drivers.
- Relias E-learning website (enrolling new staff, reporting, assists with user questions, etc.).
- Maintains personnel files (hard copy) and leads process to move to electronic storage system (DocuServe). Ensures that files are in accordance with applicable state and federal requirements, as well as Council on Accreditation standards.
- Maintain staff phone numbers via the answering service and ADP updates.
- Assist with data collection and reporting as needed.
- Produce letters, emails, reports, etc. when needed in partnership with HR Team.
- Assist with reconciliation of HR invoices such as background checks, Relias e-learning, drug screens, driving, etc.
- Process status changes in ADP as indicated upon receipt of Employee Information Change Form.
- Process annual (or otherwise required) clearance checks for staff, such as driving records, NPI, licensure, etc. and maintain a tracking system of anniversary date requirements.
- Receive, track, and file any staff required documents such as new hire orientation process guides, performance appraisals, corrective action/performance management plans, etc.
- Assist with audits in the review of personnel files.
- Assure principles related to Diversity, Equity, Inclusion, and Belonging (DEIB) are applied to all human resource practices and policies.
- Assist with on-boarding of interns (background checks, coordinating receipt of required documents, TB test, drug screens, etc.).
Qualifications
- High school diploma required. Associate degree preferred.
- 2 years’ experience in human resources, customer service, communications / marketing, business, or another related field preferred.
- Willingness to be trained in basic human resources practices.
- Selected candidates for this position must possess a sensitivity to the diversity of the Agency’s service population including (but not limited to) differences of culture, race, religion, gender, sexual orientation, and socioeconomic characteristics
- Able to independently work on multiple projects and tasks while delivering effective results and meeting tight deadlines and targets.
- Self-starter initiative with a proactive approach to work with best practice human resources solutions and strategies.
- Excellent judgement, decision-making and problem-solving skills.
- Proficiency in Microsoft Office 365 (especially Excel and Word) and able to prepare and/or maintain forms, tables, charts and spreadsheets.
- Experience in working with HRIS systems (ADP Workforce Now preferred).
- Exceptional organizational skills, strong attention to details and ability to prioritize multiple projects and meet competing deadlines.
- Excellent verbal and written communication skills including punctuation, spelling grammar and attention to detail.
- Experience in maintaining filing systems both hard copy and electronic.
- Strong interpersonal and customer service skills with the ability to interact effectively with individuals at all levels within the Agency.
- Basic knowledge and interest in human services and knowledge about the structure and function of non-profit organizations, a plus.
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