Position Title: Human Resources Assistant
Position ID: LB-001
Salary: Based on experience.
Closing Date: Open Until Filled
Under the general supervision of the Human Resources Manager, provides administrative support to the Human Resources Department; compiles and keeps personnel records and data for employees; prepares recruitment announcements and posts vacancies; facilitates new hire processing and orientates new hires; assists with administration of Worker’s Compensation, Benefits, and Family Medical Leave Administration (FMLA) activities; processes time and attendance records though HRIS; complies with local state, and Federal laws and policies; sound judgment is required to plan, prioritize, and organize diversified workload; relies on experience and judgment to plan and accomplish goals; performs a variety of other duties as assigned.
- Composes, types, edits, and proofreads a variety of documents; assists in developing agendas, attends meetings; takes, transcribes, and distributes meeting minutes; follows-up with members on after-action items; prepares programs and brochures; formats PowerPoint presentations, etc.
- Adheres to an established work schedule and the organization’s timekeeping practices.
- Answers incoming telephone calls for the Human Resources department, screen calls, and refers to proper person for action; assists directly with routine inquiries within CSBA policy (employment verification, benefits claims processing, and job openings).
- Maintains office supplies and materials.
- Prepares recruitment announcements, places vacancy announcements as appropriate, and coordinates interview packets and coordinates interview schedule.
- Maintains employment resumes, application forms, and applicant flow logs within CSBA policy; and sorts responses and forwards to appropriate manager.
- Requisitions non-exempt personnel from temporary agencies as needed; coordinates temporary personnel process. Provides support to temporary workforce familiarizing them with CSBA policy and procedures, issues handbook, policy manual, and IIPP; facilitates appropriate documentation; coordinates to insure phone, e-mail, and computer are ready for use when temporary employee arrives.
- Provides new-hire orientation on CSBA policies and programs; signs up new employees for necessary training; introduces new employee to supervisor.
- Acts as first point of contact for employee to complete forms and process information for a variety of CSBA programs.
- Tracks, maintains, and processes purchasing invoices, travel and trip reimbursements for the department.
- Updates employees’ information into HRIS and the internet directory; updates emergency contact information; updates organizational charts.
- Maintains and updates office bulletin boards to comply with local, state, and Federal policies and laws.
- Coordinates meetings for department events.
- Assists with employee separations.
- Coordinates outreach events and other employee activities.
- Reads and demonstrates an understanding and adherence to CSBA values, policies, and practices.
- Demonstrates respect, honesty and professionalism at all times.
- Adheres to an established work schedule and the organization’s timekeeping practices.
- Performs other duties in Human Resources as required, including composing and typing correspondence regarding personnel reports and procedures.
- Ensures accurate data management for the Organization.
- Seeks continual improvement opportunities for HR processes and procedures.
- Assists with payroll and timekeeping administration, reviews, analyzes, and ensures accuracy of information in the HRIS; inputs and verifies accruals; assists with processing FMLA and other personal leaves.
- Verifies unemployment insurance claims and refers exceptions to HR Manager.
- Assists with benefits programs, including medical, dental, vision, flexible health benefits, CalPERs retirement, optional tax-deferred savings plans, life insurance, disability insurance, worker’s compensation.
Experience, Knowledge, and Abilities
- Strong organizational skills with attention to detail, administrative principles and practices of business letter writing, report formatting and preparation, data collection, information management, recordkeeping principles and procedures, and business mathematics and statistical techniques.
- Principles of human resource administration.
- Administrative principles and practices of business letter writing, report formatting and preparation, data collection, information management, record keeping principles and procedures, and business mathematics and statistical techniques.
- Applicable local, state, and Federal laws and policies.
- Computer applications related to the work, including word processing, database entry and management, spreadsheet applications, and calendaring/scheduling programs.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Association employees.
- Extensive knowledge of HR laws & regulations, HR practices and terms, strong business acumen.
- Exhibits a positive attitude and a professional demeanor.
- Demonstrated problem solving skills.
- Advanced Microsoft Office Suite skills.
- Understand the organization and operation of the Association and outside agencies as necessary to assume assigned responsibilities.
- Ensure confidentiality of highly sensitive personnel and organizational information.
- Work with creativity and flexibility in a fast paced environment.
- Ability to work independently as well as collaboratively with internal and external stakeholders.
- Ability to follow schedules, prioritize and meet deadlines.
- Perform responsible application of specialized program-related knowledge to support organizational unit with accuracy, speed, and general supervision; interpret, apply, and explain administrative and departmental policies and procedures; provide customer service for program-related inquiries and related requests.
- Compose correspondence and reports independently or from brief instructions; make accurate mathematical, financial, and statistical computations; enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
- Apply knowledge and demonstrate common sense and good judgment, participate in and/or coordinate various projects involving participation of other departments; organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
- Use English effectively to communicate in person, over the telephone, and in writing.
- Promote the mission and values of the Association by exhibiting the Association’s commitment to integrity, collaboration, excellence, accountability, innovation, and respect; use tact, initiative, prudence, and independent judgment within general policy, procedural and legal guidelines; establish, maintain, and foster positive and effective working relationships with those contacted in the course of performing duties and responsibilities.
Any combination of training and experience equivalent to an associate degree or higher with major coursework in human resources, business administration, management, finance, accounting, or related field with three (3) years of progressive, responsible administrative experience, preferably in human resources, education, or other non-profit settings. Planning special programs or events is desirable.
Environmental Elements and Physical Demands
- Employee works in a primarily sedentary office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.
- Employee is personally responsible for following health and safety guidelines, instructions, and policies.
- Occasional overnight travel to staff off-site functions.
- May be asked to work occasional overtime, evenings, nights, weekends, and holidays for server updates and activities that are required to be done after-hours.
- Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and computer screen, and hearing and speech to communicate in person, and over the telephone; must be able to bend, stoop, kneel, reach, push and pull drawers open and closed in the execution of duties.
- Must be able to sit at computer for long periods of time and have the dexterity to access, enter, and retrieve data using a computer keyboard or calculator, and operate standard office equipment.
- Employee must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds, hand truck available to assist.
- Limited vacation during peak periods.
- May be asked to travel.
- May be asked to work occasional overtime.
Special Conditions of Employment
Applicants must possess a valid California driver’s license, proof of insurance and reliable transportation for use on Association business.
Cover letters, resumes and applications should be submitted in Word or PDF format as an attachment and emailed to firstname.lastname@example.org. The application may be scanned and included with your submission. Please include the Job Title and Job ID in the subject line of your email. Please indicate your salary requirements in your cover letter. Your application packet may also be faxed with a cover page to the attention of Human Resources at (916) 669-3321, or mailed to California School Boards Association ATTN: Human Resources 3251 Beacon Blvd, West Sacramento, CA 95691. EOE