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    HR Administrative Assistant - Santa Rosa, United States - Community Action Partnership of Sonoma County

    Community Action Partnership of Sonoma County
    Community Action Partnership of Sonoma County Santa Rosa, United States

    3 weeks ago

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    Description
    :

    HR Administrative Assistant
    Job Description


    EXEMPT:
    No


    SALARY LEVEL:
    $22 -$25 per hour/per year


    DEPARTMENT:
    Human Resources


    LOCATION:
    Main Office/ Hybrid Remote


    REPORTS TO:
    HR Director


    HOURS:
    FT M-F 40 hours per week

    Date
    :
    03/2024


    APPROVED BY:
    Human Resources Director


    AGENCY BACKGROUND:

    The objective of Community Action Partnership of Sonoma County (Community Action) is to partner with low-income families and individuals to help them to achieve economic and social empowerment, to build community, and to advocate for social and economic justice.

    Community Action operates a wide variety of programs benefiting low-income Sonoma County residents.

    Our Mission:

    CAP Sonoma is a catalyst of equitable transformation, aligning partners and resources to implement values-based, data-driven, community-led solutions that help families reach their full potential.

    Our Vision:

    We see our Sonoma County transformed into an empowered community of thriving families where every child is raised with joy, justice, and connection.

    Our Values:

    Joy, Amor, Esperanza, Equity, Fuerza, Dignity, Inclusion

    Our Promise:

    CAP changes peoples lives, embodies the spirit of hope, improves communities and makes America a better place to live. We care about the entire community and we are dedicated to helping people help themselves and each other.

    AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

    Community Action Partnership of Sonoma County is an Equal Opportunity/Affirmative Action Employer.

    Affirmative action involves determining areas of workforce under-representation, locating qualified protected class candidates by enlarging the recruiting base and developing the skills they need to succeed in those new positions.


    Our obligations in this area stem from not only adherence to various state and federal regulations, but also from our commitment to create a culture of inclusiveness and diversity where members of our community thrive and are able to reach their full potential.


    TOTAL COMPENSATION PACKAGE:
    Salary for this position is $22-$25 per hour, depending on experience.

    CAPS offers a generous benefits package available on the first day of the month after your date of hire that includes:

    Medical insurance through Kaiser or Sutter 80-95% paid by the employer for employee premiums plus 50% paid by the employer for dependent coverage
    Elective dental, vision insurance, FSA and Accident insurance.
    Employer paid $10k of life insurance with expandable options
    Employer paid Long-term Disability Insurance
    401(K) plan with 2% contribution and an additional 1% matched contribution after one year of service
    Employee assistance program, CalPerks
    3 weeks vacation (4 hours accrued per pay period) based on full time work, increases at 5 years of service
    96 hours sick time per year (4 hours accrued per pay period) based on full time work
    1 floating personal day
    16 paid holidays

    Requirements:

    SUMMARY OF POSITION:
    The HR Administrative Assistant is responsible for providing crucial administrative support to our HR department. They will assist with various tasks in the areas of recruitment, record-keeping, and general administrative tasks. They will work closely with the HR team in all areas of HR operations.

    This role is vital in supporting communication of various agency events or special celebratory days/holidays, prepping for events and job fairs, working with Executive Assistant to the CEO as needed.

    Attends meetings with HR to capture action items, and creates calendar reminders for HR staff follow up, shares notes with appropriate staff and organizes, files, and saves notes appropriately.

    Assistance with daily email monitoring and response times. Will be responsible for meeting coordination, including agendas, room reservation, sending invites, scheduling translation, and technology support.

    This support role will not oversee any direct reports and will maintain a close working relationship with the HR Coordinator, HR Generalist, Payroll Accountant, and HR Director, as well as operations and administrative departments.


    ESSENTIAL DUTIES AND RESPONSIBILITIES:
    Duties include but are not limited to the following:

    Digital filing and record- keeping, organization of drive, organization of personnel files
    Digitizing existing paper files
    Events assistance and tracking
    Provide Workers Compensation intake and ensure initial steps of the reporting process are taken adequately
    Retrieves phone messages and forwards appropriately
    Creates updates to policies and templates including tracking and communications to employees
    Anniversaries- Send email and put pin at front desk
    Celebrating you- Send cards on first of month during birthday
    Workforce development tracking
    Meetings coordination, prep, and follow up on action items
    Ticketing system- Daily, Assign tickets, Respond to tickets outside of system if needed, Reach out to non-HR staff if necessary
    Open and review mail daily
    Prep rooms for HR trainings and meetings
    Prep virtual rooms for HR trainings and meetings, Owning meeting Invites, Prepping slides, Creating translation room, Agenda Distributing and attaching agenda to calendar item
    Job Description support and translation
    Post to all recruiting platforms once job description is approved and complete posting to various sites weekly
    Use HRIS system, Paylocity, for job postings, phone screenings, and correspondence to candidates
    Translation of documents and policies as needed to support HR
    Ordering and distributing annual labor posters
    Password resets in Paylocity
    Assist in onboarding/offboarding events for Layoff/Rehires
    Reminders and assistance with general content of monthly newsletter email
    Reach out to programs about upcoming events
    Locate at least one event monthly in the community
    Perform other duties as assigned.
    REQUIRED SKILLS/


    ABILITIES:
    Bilingual in English/Spanish
    Comfortable speaking to individuals and groups in an in-person and virtual environment
    2-5 years of experience in administrative support role
    HR experience is not necessary but preferred
    Proficient with Excel/Sheets
    Very comfortable with Docs/Google Suite/email
    Some familiarity with HRIS system
    Familiar with digital filing systems and record keeping
    Data driven
    Comfortable with translating documents
    Positive attitude
    Confidentiality
    Very strong organizational skills
    Resolution oriented
    Emotional aptitude/maturity


    IN ADDITION TO ABOVE:
    Prior to beginning work, must be able to pass the background check.

    REQUIRED EDUCATION AND EXPERIENCE
    2-5 years of experience in administrative support role


    PREFERRED EDUCATION AND EXPERIENCE:
    High School Diploma or equivalent

    Knowledge of Human Resources fundamentals


    WORK ENVIRONMENT:


    The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

    This job operates in a professional office environment. The noise level in the work environment is usually moderate.


    PHYSICAL DEMANDS:


    While performing the duties of this job, the employee is frequently required to sit; use the computer keyboard and mouse, use hands to finger, handle or feel; reach with hands and arms; and talk or hear.

    The employee may occasionally be required to stand, walk, stoop, crouch, and lift/move up to 10 pounds.

    Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

    Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


    OTHER DUTIES:
    Please note this job description is not designed to cover or contain a comprehensive listing of

    activities, duties or responsibilities that are required of the employee for this job. Duties,

    responsibilities and activities may change at any time with or without notice.
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