Human Resources Assistant, Part-Time

The Human Resources Assistant works with the Director of Human Resources to accomplish the goals and objectives of the department. The HR Assistant is responsible for a variety of clerical activities and related tasks and requires the ability to work independently, coordinate multiple clerical and administrative support tasks, and display a high degree of confidentiality and sensitivity to the business and professional requirements of the department.  The position requires excellent organizational ability and strong interpersonal, oral, and written communication skills and the ability to maintain a high degree of integrity and keep confidential matters within the department.

ESSENTIAL FUNCTIONS:

  • Provides administrative assistance to the Director of HR. Coordinates, schedules, and facilitates special projects, as assigned. Sets up appointments and manages calendar. Prepares correspondence as needed.
  • Maintains personnel files and confidentiality of human resource documents and information. Responsible for filing HR forms in personnel files.
  • Coordinates job postings with on-line recruitment sites, schools and other recruitment strategies. Coordinates interview schedules with applicants and the interview committee.
  • Under the direction of the Director, completes a monthly HR newsletter.
  • Sits as a member of the Wellness Committee and provide assistance in deliverables and distribution of announcements and coordinates Wellness initiatives for all sites.
  • Sits as a member of the Safety Committee and edits/revises the Safety Manual as needed.
  • Provides on-boarding materials, conducts new hire orientation, including assuring that HIPAA training is completed with new hires; assembles new hire and separation forms for exit interviews.
  • Assists with the planning of staff development events, including holiday parties, all-staff meetings, staff retreats, etc. Coordinates employee recognition activities. Purchases gift cards and/or gifts for employees, as needed.
  • Orders and updates applicable labor law posters within a timely manner.
  • Completes employment verification forms and background checks; initiates LiveScan reports.
  • Administers employee benefits for payroll and retirement, including enrollments of new hires and maintenance of records for changes, Leaves of Absences and terminations.
  • Keeps apprised of current labor laws and HR best practices.
  • Maintains and updates job descriptions.
  • Makes changes and adjustments in vacation and sick accruals, as needed.
  • Other duties that may be assigned pertaining to the position.

COMPETENCIES:

Communication skills – Speaks and writes clearly and informatively; listens to others; works to resolve conflicts and maintains confidentiality; able to effectively present information and respond to questions from staff, participants, partner agencies and the community.

  • Professionalism – Approaches others with tact; reacts well under pressure; treats others with respect and consideration; keeps commitments and accepts responsibility for own actions; works with integrity and upholds CALM values.
  • Initiative – Self-starter; requires minimal supervision; undertakes self-development activities; seeks increased responsibilities; is a solution seeker; takes independent actions; looks for and takes advantage of opportunities; asks for and offers help when needed.
  • Customer Service – Manages difficult situations; responds promptly to others’ needs; solicits feedback; promptly responds to requests for service and assistance.
  • Dependability – Can be relied on to meet schedules and deadlines; must be punctual, responds to management direction in a timely manner; takes responsibility for own actions; keeps commitments; displays a strong personal commitment to completing projects.
  • Planning & Organizing – Prioritizes and plans work activities; manages competing priorities; uses time efficiently; sets goals and objectives; develops realistic action plans and takes responsibility for implementing them.
  • Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

EDUCATION AND EXPERIENCE:

  • BA/BS, plus 1 – 2 years HR experience, or AA, plus 3 -4 years general office and HR experience.
  • Ability to work independently, organize, handle detail, follow-through on tasks and problem solve with minimal supervision and be able to successfully complete tasks in a timely manner.
  • Knowledge of basic Human Resources practices and policies.
  • Strong oral, written, and interpersonal skills for interaction with staff, and others;
  • Knowledge and familiarity with relevant software applications such as Word, Excel, Power Point.
  • Must have a valid California drivers’ license, clean DMV, and criminal record clearance from the DOJ.
  • Strong computer knowledge, using PC, Microsoft Word and Excel, and Outlook.

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 occasionally required to:

  • Stand, walk; sit; reach with hands and arms; balance, stoop, kneel, crouch or crawl.
  • Drive from one location to another
  • Lift and /or move up to 25 lbs.

HOURS OF EMPLOYMENT: This is a part-time position. A 15 hour per week work schedule will be established in consultation with the supervisor. The normal work week is Monday – Friday. Normal hours of work will be established between the hours of 8:00am and 6:00pm.

COMPENSATION AND BENEFITS: Salary is DOE. This position is not eligible for benefits.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. The noise level in the work environment is usually moderate.

CALM RESERVES THE RIGHT TO CHANGE THE DUTIES OF THIS POSITION AT ANY TIME.

CALM provides equal opportunity for all qualified applicants and does not discriminate on the basis of race, color, national origin, religion, sex, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, age, veteran status, or any other protected classification.

Interested and qualified applicants should submit a cover letter and resume with the title of the position in the subject line of the email to HR@calm4kids.org

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Equal Employment Opportunity

CALM is an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available persons in every job. CALM policy prohibits unlawful discrimination based on race, color, creed, gender (including pregnancy, childbirth, and related medical conditions), religion, marital status, age, national origin or ancestry, physical or mental disability (including pregnancy, childbirth, and related medical conditions), legally-protected medical condition (cancer-related), sexual orientation, or any other consideration made unlawful by federal, state or local laws. All such discrimination is unlawful.CALM is committed to complying with all applicable laws providing equal employment opportunities. This commitment applies to all persons involved in the operations of CALM and prohibits unlawful discrimination by any employee of CALM, including supervisors and co-workers.To comply with applicable laws ensuring equal employment opportunities to qualified individuals with a disability, CALM will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or an employee unless undue hardship would result.Any applicant or employee who requires an accommodation in order to perform the essential functions of the job should discuss their needs with their supervisor and request such an accommodation. The individual with the disability should specify what accommodation he or she needs to perform the job. CALM then will conduct an investigation to identify the barriers that make it difficult for the applicant or employee to have an equal opportunity to perform his or her job. CALM will identify possible accommodations, if any, that will help eliminate the limitation. If CALM determines that an accommodation is reasonable and will not impose an undue hardship, CALM will make an accommodation.If you believe you have been subjected to any form of unlawful discrimination, provide a written complaint to your supervisor or the Executive Director. Your complaint should be specific and should include the names of the individuals involved and the names of any witnesses. CALM will promptly undertake a thorough and objective investigation and attempt to resolve the situation. If CALM determines that unlawful discrimination has occurred, effective remedial action will be taken commensurate with the severity of the offense. Appropriate action also will be taken to deter any future discrimination.CALM will not retaliate against you for filing a complaint, participating in an investigation, or supporting a complaint of unlawful discrimination, and will not knowingly permit such retaliation by management employees or your co-workers. If you believe you have been subjected to such retaliation, report it immediately to your supervisor or the Executive Director.
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