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Position: HR Assistant/Admin Assistant
Applications Due By: Position Open Until Filled
Location: Washington - Seattle
Job Type: Human Resources
Job Position Type: Full-Time
Job Status: Regular Employee
Overview:
The HR Assistant assists the Human Resources (HR) Department in carrying out various human resources processes and procedures for all employees, and provides administrative support to the HR management team, as needed. The Assistant performs customer service functions by answering employee requests and questions, knowing when to involve other members of the HR team. Enters new hire information into the HRIS system and compiles reports as needed, monitors the new hire requisition approval process and tracking, prepares new employee files, and assists with various employee programs such as employee recognition, benefits enrollment and documentation, accreditation requirements, and more. Processes criminal background checks, verifies I-9 documentation, reconciles credit card bill, monthly budget (spending analysis), etc.
Nature and Scope of Position:
· This regular position reports directly to the HR Manager.
· This full time position is expected to work 40 hours per week. Workweeks in excess of 40 hours needed at times, but with advance approval by the supervisor only. There is minimal travel in this position. Due to the customer service function, this position requires coverage during HQ working hours (8 – 5 M-F).
· This position will work both independently and as part of a team to accomplish the goals of HR and of Casey Family Programs.
· This position will regularly interface with staff of all levels within the organization as well as with groups from both the public and private sectors in varying positions, levels of authority, and technical expertise.
· This position is the receptionist for the HR department, answering the main HR phone, greeting visitors and answering routine HR questions.
· Filing and maintaining office supplies may require some physical activity such as lifting boxes and reaching shelves.
· Driving on Casey business requires adherence to the Vehicle Safety Guidelines.
Principal Duties and Responsibilities:
- Acts as the department receptionist and provides day-to-day customer service functions and general administrative support, and documentation management. Processes mail.
- Serves as the primary and first point of contact for both internal and external inquiries and requests. Responds directly to requests and direct inquiries to the appropriate staff member as necessary.
- Performs data entry of employee information in the HRIS system, prepares reports as requested. Assists in administration of compensation, benefits, performance management and other HR functions. Trained as the backup to the Benefits Analyst. Regularly updates employee information in the system. Acts as a resource to others needing information.
- Verifies new hire paperwork, follows up on missing paperwork when needed, prepares employee personnel files, ensure files are complete and accurate, audits files as needed.
- Develps systems for oversight and tracking of documentation. Documents scheduling of sabbaticals, employee recognition awards, and other programs for the entire organization.
- Oversees the new hire requisition process, keeps track of open positions, and answers routine questions related to openings, seeking further information as needed from the recruiter.
- Maintains the organization chart, assists in budget preparation and reviews the monthly spending analysis report, and meets regularly with the HR Manager to review discrepancies and trends.
- Continually looks for opportunities to improve work flow, streamline processes, and keep the department organized. Maintains, monitors and orders supplies as needed. Keeps up to date on HR regulations impacting Casey’s files and work – e.g. I-9 regulations, file requirements.
- Processes payments such as the Payment Authorization Forms, recurring payments, and other accounting processes. Is responsible for timely and accurate financial processing. Is able to tie payments to monthly spending analysis to maintain budget and identify potential variances.
- Represents Casey in a positive way. Keeps information confidential. Projects professionalism in handling all matters. Is seen as a trusted resource.
- Submits the investigation requests and processes employee background checks.
- Schedules and participates in HR staff meetings. Assists with event coordination, may include catering, cleaning and preparing the room for events, preparing handouts, sending and tracking invitations and post event clean up.
- Keeps up with technology and provides assistance to other staff members in use of technology in the workplace.
- Maintains confidentiality of sensitive information. Understands and adheres to code of ethics and practice for Human Resources. Can handle sensitive information in a professional manner. Understands special standard for confidentiality in HR work.
- Ensures alignment with organizational values, goals, and directives in all work performed.
- Acts as a good steward of Casey resources – in expenses/funding, but also in labor hours in applying appropriate amounts of resources to each project. Looks for ways to maximize effectiveness of HR.
- Ensures adherence to Casey policies in all matters of practice, contracts, communications, resources, personnel and reporting.
- Works on projects, acts as committee member, and performs other duties as assigned.
Qualifications:
High School Diploma and a minimum of three years of experience in an administrative support position are required, Bachelor's degree and HR adminstrative experience preferred. Excellent communications, interpersonal, writing, grammar and word processing skills. Requires a high level of skill and comfort with data entry and report generation. Prior experience in human resource support highly desired.
A strong customer service attitude and approach, diplomacy and effective listening skills are crucial. This position requires the ability to multi-task, requires strong organizational skills, attention to detail and the ability to work independently and as a member of a team. This position also requires creative problem solving skills and the ability to work well in an environment of change, pressure and deadlines.
Experience in and a solid working knowledge of various software applications to create text documents, presentations, spreadsheets, and simple graphs. Intermediate to advanced skill in MS Office including Word, Excel, Outlook, PowerPoint, and information systems required.
Demonstrated excellent oral and written communication skills are required, along with excellent negotiating and listening skills. A commitment to building personal and organizational sensitivity towards diverse cultural, socio-economic and lifestyle backgrounds is essential
Other desirable characteristics include a strong initiative and self-starting approach, flexibility, the ability to organize and prioritize work quickly in response to changing needs.
Must pass a criminal background check. In the event of Casey business that requires use of a personal vehicle, must have a valid driver’s license, a good driving record and proof of auto insurance.
Valuing diversity and championing anti-racism are core values at Casey. Casey Family Programs is an EOE working towards a culturally diverse and competent work place.
Physical Requirements:
Physical position requirements include the ability to lift and reach for filing, maintaining office supplies; close visual acuity to prepare and analyze data and figures; and the ability to work at a computer for extended periods of time as a primary job function. Travel to Casey locations for meetings and/or other locations for conferences/training may be required occasionally.
Send Applications To:
Electronically send resumes to jobs@casey.org. In the subject line of the email please include the Job Title, State, and City :
Resumes are accepted in plain text or Microsoft Word format.
Or fax your resume with a cover letter indicating which position you are applying for, to (866) 321-9666.
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