Human Resources Administrative Assistant (Corporate--Metro Office)

Pay Rate: $18.20 - $26.22 / hr

Status: Full Time

Location: Corporate - Metro Office

POSITION SUMMARY:

The Human Resources Administrative Assistant provides comprehensive administrative, project, and operational support to the Human Resources Department. This position is responsible for maintaining employee records, supporting compliance efforts, coordinating HR projects, managing benefits reconciliations, preparing reports and documentation, and assisting with the day-to-day operations of the department. The HR Administrative Assistant serves as a resource for YMCA staff, supports employee engagement initiatives, and helps advance departmental goals related to efficiency, organization, compliance, and digital record management. May provide secretarial support to the Human Resources Vice President. 

OUR CULTURE: 

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you.

ESSENTIAL FUNCTIONS: 

·        Assists with the day-to-day efficient operation of the Human Resources Department.

·        Cover and assist other areas/positions areas within the Human Resources department to provide staffing coverage as/when needed.

·        Provide administrative support including filing, scanning, data entry, document preparation, records management, and correspondence.

·        Prepare and process HR-related documents, forms, reports, employee communications, and other department records.

·        Coordinate interview scheduling and candidate communications throughout the recruitment process.

·        Organize and maintain employee personnel files, ensuring accuracy, completeness, and confidentiality.

·        Maintain HR databases, spreadsheets, tracking logs, and electronic records.

·        Participate in department efforts to move toward a paperless environment, including scanning, electronic file creation, file organization, and adherence to file naming conventions.

·        Assist with onboarding and offboarding activities, including preparation of employee files and required documentation.

·        Support personnel file compliance, including I-9 documentation, background clearances, DOJ/Guardian tracking, Live Scan documentation, and related recordkeeping.

·        Respond to employment verification inquiries.

·        Responsible for processing HR-related invoices and ensuring timely payment.

·        Manage monthly benefit reconciliations by reviewing carrier invoices, enrollment records, and payroll deductions and identifying discrepancies.

·        Become familiar with YMCA policies, procedures, and documentation to assist staff with routine questions.

·        Direct employees to appropriate HR staff members or resources for more complex inquiries.

·        Run and prepare reports related to workforce data, compliance, benefits, recruiting, and other HR functions as requested.

·        Assist with maintaining and updating HR forms, templates, SOPs, and departmental documentation.

·        Ensure HR communications and documents align with YMCA branding standards.

·        Update and serve as a primary point of contact for the HR SharePoint site and HR shared drive.

·        Manage HR department calendars, schedule meetings, and coordinate logistics for interviews, trainings, meetings, and special events.

·        Assist in tracking employee participation in training programs and support training event coordination.

·        Participate in planning, coordinating and executing Association-wide meetings, staff recognition events, and employee engagement activities.

·        Support HR initiatives, programs, audits, and special projects as assigned.

·        Anticipate departmental needs by preparing reports, materials, and resources in advance of key initiatives.

·        Maintain open lines of communication with employees, staff, supervisors, vendors, and external agencies.

·        Attend all staff meetings, trainings, and other YMCA functions as required by supervisor.

·        Perform other duties as assigned.

YMCA COMPETENCIES:

Mission Advancement: Accepts and demonstrates the Y’s values. Demonstrates a desire to serve others and fulfill community needs. Recruits volunteers and builds effective, supportive working relationships with them. Supports fundraising.

Collaboration: Works effectively with people of different backgrounds, abilities, opinions, and perceptions. Builds rapport and relates well to others. Seeks first to understand the other person’s point of view and remains calm in challenging situations. Listens for understanding and meaning; speaks and writes effectively. Takes initiative to assist in developing others. 

Operational Effectiveness: Makes sound judgments, and transfers learning from one situation to another. Embraces new approaches and discovers ideas to create a better member experience. Establishes goals, clarifies tasks, plans work and actively participates in meetings. Follows budgeting policies and procedures and reports all financial irregularities immediately. Strives to meet or exceed goals and deliver a high-value experience for members.

Personal Growth: Pursues self-development that enhances job performance. Demonstrates an openness to change and seeks opportunities in the change process. Accurately assesses personal feelings, strengths and limitations and how they impact relationships. Has the functional and technical knowledge and skills required to perform well; uses best practices and demonstrates up-to-date knowledge and skills in technology.

QUALIFICATIONS:

·        High school diploma required, some college course work in business and/or human services preferred.

·        Experience working in an office setting and providing administrative support required.

·        Non-profit experience preferred.

·        Criminal Clearance: Including Fingerprints and background clearance.

·        Health Screening with negative TB test and negative drug test.

·        Complete all required online training(s)

WORK ENVIRONMENT & PHYSICAL DEMANDS:

Environmental Factors: Indoor and outdoor facilities (e.g. kitchen and recreational sites); exposure to heat, cold, potentially hazardous chemicals, toxic materials; work on slippery or uneven surfaces. Noise level is usually moderate.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to stoop, bend, kneel, crouch, talk, hear, stand, walk, sit, and reach with hands and arms. The employee must occasionally lift, push, pull, and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.