Human Resources Assistant

Position Title:               Human Resources Assistant

Department:                 Human Resources

Title of Manager:         Director, HR Business Partner

Supervises:                   Non-supervisory position

Exemption Status:      Non-Exempt

Requisition #:                24383

Pay and Benefits:          Estimated hiring range $46,540 – $56,880 /year, 5% bonus target, full benefits. www.careoregon.org/about-us/careers/benefits

Posting Notes:              This is a in person role that will require you to be at the downtown Portland office 5 days a week. This is a contingent role that will last approximately 9 months.

Job Summary

This position is responsible for providing administrative and operational support for the Human Resources Department. Primary areas of responsibility include administrative assistance, file maintenance, customer service, and systems support.

Essential Responsibilities

Administrative Assistance

  • Perform administrative work for the department, applying judgment and discretion; take initiative in creating documents, generating correspondence, and tracking information..
  • Locate, assemble, edit and summarize material, information and data.
  • Make photocopies, fax documents, and coordinate department mail.
  • Schedule and arrange meetings and conference calls; coordinate room set-up and catering, distribute materials, and take minutes as needed.
  • Coordinate the use of the HR Interview Room in the organization’s central office.
  • Serve as the organization’s point of contact for vending machines in the organization’s central office; liaise between vendor and employees to address any concerns, issue quick pay cards and assist employees with set up or troubleshooting problems with their cards.
  • Coordinate travel and training needs of department staff as requested.
  • Provide back-up administrative support to other Human Resources assistants (e.g., benefits, recruitment and compensation) as needed.

File Maintenance

  • Create and maintain internal electronic and hard copy files; ensure files are well organized and have complete, accurate and current information
  • Coordinate the archival of personnel records based on the records retention schedule.
  • Collaborate with the Vice President of  Human Resources to draft a response to requests for personnel records and compile requested records for distribution.

Customer Service

  • Respond to or coordinate response to email, phone call, and visitor questions; areas of coordination include functional areas such recruitment, benefits, compensation, learning, and payroll.
  • Establish and maintain cooperative and productive working relationships with internal and external customers.
  • Act as liaison for the VP, HR with internal and external customers when they are unavailable.

System and Reporting Support

  • Act as Administrator for HR’s intranet sites and the HR Information System (HRIS), helping to ensure the content is accurate and current.
  • Administer online Exit and 90-day New Hire Surveys; compile results quarterly or as requested.
  • Run work anniversary reports and send to managers on a regular cadence.
  • Reset employee passwords for the HRIS, Talent Acquisition, and other applications as needed.
  • Serve as a back up for the organization’s learning system, including support access for passwords, classes, technology, transcripts, check-ins, and managing waitlists; assure participants receive materials, links and other resources for courses prior to classes.
  • Distribute and summarize learning course evaluations of core classes.

Organizational Responsibilities

  • Perform work in alignment with the organization’s mission, vision, and values.
  • Support the organization’s commitment to equity, diversity, and inclusion by fostering a culture of open mindedness, cultural awareness, compassion, and respect for all individuals.
  • Strive to meet annual business goals in support the organization’s strategic goals.
  • Adhere to the organization’s policies, procedures, and other relevant compliance needs.
  • Perform other duties as needed.

Knowledge, Skills and Abilities Required

  • Ability to use good judgment, initiative and discretion to perform routine to moderately complex administrative work with particular attention to detail
  • Ability to demonstrate and use critical thinking skills
  • Basic understanding of or an ability to learn employment laws relevant to the position
  • Ability to retain and maintain accurate confidential files
  • Excellent organizational skills and the ability to prioritize and perform multiple tasks
  • Skill in standard software to produce documents, charts, spreadsheets, graphs, and work in databases
  • Ability to become proficient in HR applications/systems used by the organization
  • Ability to proofread materials and correspondences to correct errors
  • Excellent listening, oral and written communication skills; ability to provide clear and helpful information and instructions
  • Excellent customer service skills
  • Ability to work in an environment with diverse individuals and groups
  • Ability to support and comply with organizational policies, procedures and guidelines

Physical Skills and Abilities

Lifting/Carrying up to 10 Pounds

Pushing/Pulling up to 10 Pounds

Pinching/Retrieving Small Objects

Crouching/Crawling

Reaching

Climbing Stairs

Repetitive Finger/Wrist/Elbow/

Shoulder/Neck Movement

1-3 hours/day

1-3 hours/day

3-6 hours/day

0 hours/day

1-3 hours/day

0 hours/day

More than 6 hours/day

Standing

Walking

Sitting

Bending

Seeing

Reading

Hearing

Speaking Clearly

0 hours/day

0 hours/day

0 hours/day

1-3 hours/day

More than 6 hours/day

More than 6 hours/day

3-6 hours/day

3-6 hours/day

Cognitive and Other Skills and Abilities

Ability to focus on and comprehend information, learn new skills and abilities, assess a situation and seek or determine appropriate resolution, accept managerial direction and feedback, and tolerate and manage stress.

Education and/or Experience

Minimum 2 years’ administrative, legal, or related support experience, including minimum 1 year experience in Human Resources.

Working Conditions

  • Environment:  This position’s primary responsibilities typically take place in the following environment(s) (check all that apply on a regular basis):

☒ Inside/office             ☐ Clinics/health facilities         ☐ Member homes

☐ Other_________________________________________

  • Travel:  This position may include occasional required or optional travel outside of the workplace, in which the employee’s personal vehicle, local transit, or other means of transportation may be used.
  • Equipment:  General office equipment
  • Hazards:  n/a

More Information

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HR Network, Inc.
www.hrnetwork-nw.com
jennifer@hrnetwork-nw.com
(971) 940-9567