mid willamette valley community action agency is … human resource assistant performs tasks in...

The Human Resource Assistant performs tasks in support of the agency HR Department, such as hiring processes, onboarding, benefits administration, record keeping, verifications, filing and responding to clerical requests and surveys. This position also performs HRIS data entry updating the system as requested and ongoing maintenance of HR processes. This position regularly requires calculations related to payroll and benefits premiums, audits of HR data and benefits, as well as assurance of compli-ance with reporting to government agencies. This position is responsible for providing services to staff and management as it relates to HR information, and ensuring agency staff and outside requests are accurate and completed in a timely manner.

EDUCATION and/or EXPERIENCE High School Diploma or GED; Associates Degree in Personnel/HR, Business, Accounting or Administration; two years of experience as a Human Resources Assistant directly serving staff and employees in the administrative functions of personnel programs; or an equivalent combination of education and experience.

PREFERRED COMMUNICATION SKILLS

Demonstrated experience in positively responding to inquiries and requests for information in a timely, professional manner with accurate and relevant information. Able to communicate with various staff and clients and follow-through to assure under-standing and completion of tasks.

Able to identify the information that is being requested, the purpose and need for information and how to respond.

Able to convey information in an objective manner consistently across all staff and clients.

Excellent writing and speaking skills required, including the ability to speak to groups and present information.

Seeks necessary approval from the appropriate sources before taking action. Ability to proactively ask questions, explain pro-cesses and inform others of changes or pertinent information.

Must be able to speak, read, write, and understand English. Bilingual Spanish is helpful but not required. OTHER QUALIFICATIONS General and basic knowledge of office and personnel management practices and procedures. Basic knowledge of mathematics and the ability to understand and perform HR/payroll calculations. Experience with record-keeping and hiring processes. Must be proficient in Microsoft Office applications including, but not limited to, Word, Excel, Access, Power-Point and Outlook as well as internal data and HRIS/payroll systems. Previous experience in social media recruiting, internet appli-cations, website updates, and posting with job boards. Experience working independently without direct supervision, with integri-ty and objectivity while performing essential duties and tasks. CERTIFICATES, LICENSES, REGISTRATIONS Valid Oregon Driver’s License and insured vehicle available for use on the job or acceptable alternative. Able to pass a post-offer medical physical. Reg-

istration with the Central Background Registry of the Child Care Division. Review the complete description below.

$15.42-$16.27 hourly Open until filled

Kaiser Medical, Vision, & Dental

4% annual salary

contribution to 401(k)

Flex account, Basic Life, AD&D

insurance, paid vacation, holidays, sick

days and holidays

40 hours per week

Monday through Friday

Ready to make a difference? Here’s how to apply:

Applications can be downloaded at www.mycommunityaction.org.

Email your application and cover letter to [email protected] or send by mail to:

Mid-Willamette Valley Community Action Agency, 2475 Center St NE, Salem OR 97301

Equal Opportunity Employer Job #201821

For assistance with applying due to a disability, please contact MWVCAA HR at 503-585-6232.

Mid-Willamette Valley Community Action Agency is recruiting for a

Full-time HR Assistant

Central Office, Administration

Human Resource Assistant Page 1 of 4

Mid-Willamette Valley Community Action Agency

2475 Center St. N.E. Salem, OR. 97301

POSITION DESCRIPTION

Job Title: Human Resource Assistant

Program/Dept: Administration

Reports To: Human Resource Director

FLSA Status: Non-Exempt

Revision Date: March 2018

Pay Range: I

OUR MISSION: EMPOWERING PEOPLE TO CHANGE THEIR LIVES AND EXIT POVERTY BY PROVIDING VITAL

RESOURCES AND COMMUNITY LEADERSHIP

GENERAL DESCRIPTION

The Human Resource Assistant performs tasks in support of the agency HR Department, such as hiring processes,

onboarding, benefits administration, record keeping, verifications, filing and responding to clerical requests and

surveys. This position also performs HRIS data entry updating the system as requested and ongoing maintenance of

HR processes. This position regularly requires calculations related to payroll and benefits premiums, audits of HR

data and benefits, as well as assurance of compliance with reporting to government agencies. This position is

responsible for providing services to staff and management as it relates to HR information, and ensuring agency staff

and outside requests are accurate and completed in a timely manner

MINIMUM QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty

satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

High School Diploma or GED; Associates Degree in Personnel/HR, Business, Accounting or Administration; two years

of experience as a Human Resources Assistant directly serving staff and employees in the administrative functions of

personnel programs; or an equivalent combination of education and experience.

PREFERRED COMMUNICATION SKILLS

· Demonstrated experience in positively responding to inquiries and requests for information in a timely, professional

manner with accurate and relevant information. Able to communicate with various staff and clients and follow-through

to assure understanding and completion of tasks.

· Able to identify the information that is being requested, the purpose and need for information and how to respond.

· Able to convey information in an objective manner consistently across all staff and clients.

· Excellent writing and speaking skills required, including the ability to speak to groups and present information.

· Seeks necessary approval from the appropriate sources before taking action. Ability to proactively ask questions,

explain processes and inform others of changes or pertinent information.

· Must be able to speak, read, write, and understand English. Bilingual Spanish is helpful but not required.

OTHER QUALIFICATIONS

General and basic knowledge of office and personnel management practices and procedures. Basic knowledge of

mathematics and the ability to understand and perform HR/payroll calculations. Experience with record-keeping and

hiring processes. Must be proficient in Microsoft Office applications including, but not limited to, Word, Excel,

Access, PowerPoint and Outlook as well as internal data and HRIS/payroll systems. Previous experience in social

media recruiting, internet applications, website updates, and posting with job boards. Experience working

independently without direct supervision, with integrity and objectivity while performing essential duties and tasks.

CERTIFICATES, LICENSES, REGISTRATIONS

Valid Oregon Driver’s License and insured vehicle available for use on the job or acceptable alternative. Able to pass

a post-offer medical physical. Registration with the Central Background Registry of the Child Care Division.


ESSENTIAL DUTIES and RESPONSIBILITIES include the following. This job description is not intended to be all-inclusive.

Employee will also perform other reasonably related business duties as assigned by immediate supervisor and other management

as required.

Assists the agency in viability, compliance, customer service, and confidentiality, supporting employees and management with

essential tasks related to employment with the agency.

Responds to employees, management, public inquiries within 24-48 hours by email, phone or in-person.

Assists with maintaining a human resource system that meets management information needs.

Follows laws, policies, and guidelines outlined in Agency Personnel Policies, State and Federal laws, Federal Performance

Standards and other state and federal guidelines as appropriate.

Assists with the maintenance and communication of records required by law or local governing bodies, or other departments

in the organization.

Assists the Human Resource Director with ongoing administrative tasks and recordkeeping, onboarding, payroll system

updates, benefits, preparing forms, badges, and general ongoing HR work.

Provide information to outside benefits vendors, job posting sources, and other relevant parties in an accurate and timely

manner as requested.

Work with Program Directors and Managers in hiring new staff.

Perform reference checks, background checks and driving records check, I-9 Id checks on candidates for hire.

Correspond with job applicants to notify them of employment consideration, scheduling offers and onboarding.

Performs data entry of applicant and employee information.

Prepare and complete recruiting materials, such as job postings, job offers and hiring paperwork to ensure accuracy and

completeness, including approvals of documents and updates as they are requested.

Reviews employee files to ensure proper documents are filed and purges documents according to state and federal rules.

Maintains the organization of the file room and benefits/HR documents such as forms, fliers and notebooks. Files all incoming

documents to appropriate file in a timely and efficient manner, including electronic files on HR Shared Drive.

Researches and prepares personnel related reports such as Expirations of Auto Insurance, Physicals, CCD, Drive Records, and

others as requested.

Completes requests for employment verifications and surveys from agencies in a timely manner.

Monitor abilities, completed work from the HR Clerk regarding filing and recordkeeping and other duties as assigned.

Provides back-up to front desk phone coverage when requested and approved by Director.

May be assigned other responsibilities that further program goals and objectives.

Comply with MWVCAA safety policies and personnel rules.

Work 40 hours per week, Monday thru Friday, during regular business hours and other hours as assigned.

Work cooperatively with managers, administration, co-workers and the public.

Does not engage in rumor spreading or other disruptive behavior in the workplace.

Maintain regular and punctual attendance. Provides advance notice of absences whenever possible.

EMPLOYMENT & ONBOARDING ▪ Discusses job openings with employees and applicants and advises regarding application process.

▪ Collect and review employment application materials, interview notes, scoring sheets, testing documents for

completeness and filing.

▪ Perform reference and background checks on applicants as requested.

▪ Coordination of all Job Offers with supervisors and employment screening for all programs.

▪ Performs or oversees data entry of staff information, including new employee and separation IT tickets.

▪ Meet with new employees on date of hire to ensure the new employee is prepared to report to new supervisor with

complete forms, training, contact information, IT information and any other needs.

▪ File and maintain employment records in HR and basement according to the records retention rules.

BENEFITS ADMINISTRATION:

Assists in the management and administration of the employee benefits programs for the Agency by performing the following

duties personally or through other personnel staff or supervisors:

▪ Explain benefits available to employees, including premium calculations and eligibility.

▪ Accurately perform benefit transactions such as updating benefit forms, processing qualifying events, processing new

employee enrollments and open enrollment changes in a timely manner.

▪ Review benefit bills to ensure that benefit changes are being done by carriers and costs are recovered if necessary.

▪ Follow-up on credits, enrollments, changes using carrier portal systems and working with Payroll to monitor changes,

enrollments, balances, and termination of insurance coverages and employee payment plans.

▪ Prepare and distribute written and verbal information to inform former employees of COBRA insurance continuation

coverage by the 10th of each month, following end of benefit eligibility from the prior month.

RECORD KEEPING:


▪ Assists with maintaining all employee files for the Agency by performing the following tasks personally or through other

personnel staff:

▪ Responsible for accurate completion of personnel action forms and necessary hiring forms from all new employees, such

as W-4 forms, policy acknowledgement, confidentiality, computer usage, new hire data and other required forms.

▪ Reviews employee files to ensure proper documents are filed and purges documents according to state and federal rules.

▪ Keep records of insurance coverage, pension plan and personnel transactions such as hires, promotions, transfers,

performance reviews and terminations.

▪ Keep records of hired employee characteristics for governmental reporting purposes.

RELATIONSHIPS WITH OTHERS:

▪ The employee in this position receives general supervision from the Human Resource Director who also assigns and

reviews work through informal conferences or as issues arise.

▪ The employee in this is position is in regular contact by telephone or in person with all levels of agency staff to provide

information and answer questions regarding personnel related matters. Maintains strict confidentiality and objectivity,

applying consistency of administration across all levels of agency staff.

▪ Understanding and performing HR tasks and processes considering the effect on staff, other departments, and/or the

agency’s reputation in the community.

▪ Referral to HR Director for complex issues, processes, and policies as they arise. Checks with Director on processes.

▪ Review forms and documents for accuracy and other pertinent information to be brought to Director’s attention.

▪ The employee in this position follows policies and guidelines outlined in Agency Personnel Policies, State and Federal

laws, Federal Performance Standards and other state and federal guidelines as appropriate.

PROCESSES & PROCEDURES

▪ Consistently follows processes for administration of HR tasks, preparation of forms, tracking, services, and Payroll

processing as requested.

▪ Identifies inefficiencies, problems or concerns as well as feedback with processes and shares ideas with Director and/or

HR/Finance group as needed.

▪ Implements changes that have been directed with an open and positive approach.

SUPERVISORY RESPONSIBILITIES

▪ There are no supervisory duties in this position.

CONFIDENTIALITY

Maintains the confidentiality of information about Mid-Willamette Valley Community Action Agency clients, staff, personnel

issues, and other program operations.

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; use hands to finger, handle or

feel; reach with hands and arms; climb or balance; stoop, kneel, crouch or crawl; and talk or hear. The employee must occasionally

lift and/or move up to 25 pounds. Specific vision abilities required by this job include close and distance vision. Regular attendance

at the main office is required, with occasional attendance at other program sites.

The person in this position is expected to perform the tasks in an efficient and timely manner, occasionally experiencing pressures

of multiple requests, interruptions and deadlines simultaneously. The position also requires the ability to occasionally experience

negative feedback or confrontation from employees or clients, and the person in this position must be able to respond in a calm

and professional manner.

EQUIPMENT USED

The equipment used described here is representative of that an employee may encounter while performing 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 will use office equipment including but not limited to a computer, keyboard,

mouse, telephone, laminator, calculator, photocopier, printer, fax machine, hole-punch, letter folder, postage machine, and label

maker.


WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee

encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals

with disabilities to perform the essential functions.

1. The noise level in the work environment is usually moderate.

2. Occasionally exposed to outside weather conditions. Driving in all conditions.

3. Continuous interruptions by phone, email, drop-in inquiries/staff or management.

4. Fast paced, multiple requests for tasks or work documents.

5. Indoor environment.

6. Work within a team environment.

mid willamette valley community action agency is … human resource assistant performs tasks in...

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