SUMMARY
This position is responsible for the coordination and oversight of the administrative functions of the human resources activities while always practicing confidentiality.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Orientation – Will assist with any Welcome Week packets as needed with the HR Generalist to ensure new hire candidates get all the information to ensure they have a World Class Start to the Agency. Will serve as a backup to the Director for the HR portion of the Welcome Week as needed.
Recruiting – Will assist HR Recruiting with hiring processes to include screening of applicants, background processes, ensuring systems are kept up to date as well as reaching out to candidates if needed.
Records and Personnel Files Management – Assist with any onboarding of new hires into the system. Audit documentation for accuracy and completion before onboarding into system. Assist with any annual background checks as required in the regulations.
Communication, Data Entry, and Information – Respond to any tickets that are assigned in our AskHR system or emails that receive from any employee, enter data into ADP, spreadsheets and generate reports.
Benefits – Assist as need with any benefit support as needed in the HR Department to include answering questions for employees or during Open Enrollment periods.
Staff Events - Assist with social activities as assigned to the Human Resources Department.
Administrative Support - Work independently and within a team on ongoing and special projects, schedule and organize staff meetings, provide support to Director of HR Department.
Computer Support – Use a variety of computer software applications in word processing, spreadsheets, and presentation software. Must be proficient in MS applications such as Outlook, Word, and Excel. Able to learn and gain proficiency in program specific technologies such as ADP.
Performs all other duties as assigned.
RESPONSIBILITIES OF ALL EMPLOYEES - PROFESSIONAL COMPETENCIES
Customer focus – Must demonstrate that customers are a high priority and effectively manage difficult or emotional customer situations. Respond to requests in a timely and effective manner. Provide quick resolution to customer issues and solicit customer satisfaction feedback.
Interpersonal skills - Establish and maintain positive effective relationships with a variety of diverse groups/individuals. Help and support to colleagues. Respects the dignity and worth of every person and is sensitive to the needs, feelings and capabilities of others including their viewpoints. Resolve conflict by interacting in a non-threatening, respectful and calm manner.
Teamwork – Coordinates with and informs team members of plans and actions, follows through on commitments, and accepts personal accountability for results. Exchanges ideas and provides supportive contributions to move the team forward. Willingly volunteers to assist team members.
Feedback – Listens to feedback without being defensive and keeps an open mind. Acknowledges feedback and commits to using suggestions to improve. Must be willing and able to present supportive and direct feedback suggestions to others for the purpose of improving.
Accountability & Reliability - Takes ownership and responsibility for decisions, actions and results, delivers on commitments. Acknowledges and learns from mistakes, takes appropriate action to fix problems and reduce future errors. Demonstrate regular and punctual attendance including all scheduled meetings.
Initiative - Must display a sense of urgency to effectively and efficiently complete a varying workload in a timely manner. Initiates actions without being told, handles unexpected situations, and volunteers to assist others. Is proactive vs. reactive.
Self-awareness – Ability to identify and regulate the impact of one’s emotions on others and identify and manage the emotional reactions of others. Accepts constructive feedback and make appropriate changes. Ability to remain focused under stress, exhibiting professional conduct and appropriate boundaries. Projects a realistic self-confidence of abilities.
Adaptability – Ability to adapt to change and respond to setbacks positively and with minimal disruption. Able to manage a variety of different tasks appropriate for the position. Can learn new processes/systems quickly, willing to experiment with new technologies, and embrace the challenge of unfamiliar tasks.
Problem Solving – Ability to proactively identify issues and act by analyzing all the information skillfully to persistently pursue possible solutions. Can think of “out of the box” alternatives to meet service or client needs. Use sound judgment about when to take action and when to seek guidance.
Compliance & Quality – Must ensure accuracy, meet established deadlines of work, produce a quality service and show commitment to continuous improvement efforts. Able to learn, understand, and comply with all program, agency, and licensure policies, procedures and regulations.
Communication skills - (Verbal & Written) Verbal skills: organizes, expresses and disseminates information clearly and concisely. Conducts or contributes to effective meetings. Effectively presents information, trains, or responds to questions from groups and the general public. Written: read and interpret a variety of clinical documentation, professional periodicals, or licensing regulations. Ability to interpret educational, behavioral, and clinical data. Ability to accurately complete a variety of documentation as required for the position using correct grammar and the appropriate content.
Cultural Sensitivity - Maintain and support a discrimination free environment. Display sensitivity and responsiveness to cultural differences present in all professional contacts.
Engagement - Personally connects and demonstrates passion for Charterhouse & Agency mission, vision and values. Ability to inspire others by positively interacting and recognizing staff and other accomplishments. Establish collaborative relationships throughout the agency and externally to achieve performance standards.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with frequent interruptions. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Associate’s degree from college or technical school; and six months Human Resources related experience and/or training; or equivalent combination of education and experience and skills. Ability to understand and effectively use computers and other office equipment. Excellent interpersonal and customer service skills. Ability to handle multiple tasks simultaneously with frequent interruptions.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid driver's license with acceptable driving record per agency guidelines and proof of auto insurance.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to talk and or hear. The employee frequently is required to stand; walk; bend; sit; and use hands to finger, handle, or feel. The employee is frequently required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Repeated hand-wrist movement required. Corrected vision to normal range; normal hearing and talking is required for verbal communications. Ability to use office equipment including computer, fax, copier and a variety of technologies and software. Good memory and recall is necessary for the accurate and timely transfer of data/information.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Frequent interpersonal communication and reading, keyboarding and filing. Frequent interruptions. Need to be handle multiple tasks simultaneously. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Occasional travel to regional centers in agency or personal vehicles is required. Rare overnight travel may be required. The noise level in the work environment is usually moderate to loud. This is a drug free work environment. See Agency Employee Handbook, Substance Abuse, for clarification.
