HR Assistant

HR Assistant

JOB SUMMARY

The Human Resources Assistant assists with the day-to-day operations of the human resource office functions and duties. Responsibilities include management and triage of office traffic, answering of main HR phone and constant screening of calls, assisting with the maintenance of calendars & arranging appointments for the Team, supporting the recruiting and new hire process, maintaining employee files, database management and record keeping, drafting correspondence, preparing reports, taking meeting minutes, and performing other projects as assigned. The HR Assistant acts as a professional and personable first point of contact for all applicants, candidates, new hires, managers and current employees.

PRINCIPLE FUNCTIONS include the following, other duties may be assigned:

• Maintains a visible Human Resources presence throughout WhidbeyHealth; help assist employees with concerns and questions.
• Handles human resources-related communications, both internal and external, in a professional and timely manner
• Provides constant management and triage of HR office traffic and incoming calls.
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
• Provides administrative support to the HR Division to include; data entry, gather and analyze information, create and manage databases, filing, reviewing and directing incoming mail, preparing original documents (which may include forms, charts, flyers and calendars), responding to requests for information, photocopying and coordinating appointments and meetings.
• Maintains personnel records in accordance with established policy, procedures and regulations.
• Responds to requests for employees and managers to review personnel files.
• Responsible for copying employment files as needed.
• Makes badges for new hires, volunteers, contract staff and students and processes external badge request forms for providers.
• Prepares and posts the Employee Anniversaries monthly.
• Assist with and schedule exit interview process.
• Provides back up support to the Recruitment Assistant as needed for new hire orientation support.
• Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday events, and other employee celebrations.
• Maintains office supplies inventory and places orders as needed.
• Provides administrative support to the Exec Director of HR as needed.

Students:

• Completes student SolarWind and creates badge.

Second Verifications:

• Performs second verification for all wage changes, pay scale increases and step increases.
• Assists with any other various second verifications of Payroll/HR processes.

Miscellaneous:

• Assists in various second verifications of Payroll/HR processes.
• Maintains Job Description library.
• Assists with ongoing human resource file audits and special projects as needed.

JOB KNOWLEDGE & QUALIFICATIONS

Education

• Highest level of education completed, minimum high school diploma or equivalent required.

Training and Experience

• Demonstrates experience in delivering quality service as a team member in a busy multi-faceted work environment while exhibiting a high level of confidentiality.
• Strong interpersonal skills and excellent verbal and written communication skills are required.
• Must also have the ability to gather and analyze information skillfully and possess excellent organizational and time management skills.
• Communication and interpersonal skills involving the ability to establish trust, develop relationships, maintain confidence, and understand social behavior and interactions
• Extensive knowledge of Word, Excel, Access and Powerpoint required, including the ability to create, manipulate and manage databases.

Health & Well-Being You Can Count On

We offer a thoughtful, comprehensive benefits package designed to support you and your family at every stage of life:

• Medical Coverage – HDHP w/HSA / PPO
• Prescription Drug Coverage
• Dental Options – PPO / Managed-Care Plan
• Vision Benefits – VSP
• Life & AD&D Insurance – Employer paid coverage
• Long-Term Disability Coverage – Employer paid income Protection
• Health Savings Account (HSA) – If enrolled in HDHP
• Healthcare Flexible Spending Account (FSA) – Dependent & Healthcare
• Employee & Provider Assistance Programs – Free, confidential support
• Voluntary Life & AD&D Insurance – Additional employee paid buy up option
• Voluntary Long-Term Disability Coverage – Additional employee paid buy up option