Definition and Purpose
Under the direct supervision of the Coordinator II – Human Resources, the Assistant Coordinator - Human Resources (Operations) is responsible for general human resources administration for all ASI employees. Areas of responsibility include, but are not limited to, personnel policy implementation, benefits administration including COBRA and billing, oversight of multiple HRIS database systems, worker’s compensation, timekeeping and payroll, document retention, leave of absence administration, and assessment.
Additionally, all ASI employees are responsible for upholding the core values of the organization including but not limited to exhibiting professional behavior, acting as a role model to others, displaying a positive and cooperative attitude, communicating effectively, developing expert knowledge in area of specialization, and working together as a team.
Educational and Qualifying Experience, Skills, Licenses, Credentials
Educational/License/Credential Requirements
- High school diploma, GED, or equivalent.
- Graduation from a four-year college or university preferred (8 years applicable experience may be substituted for educational requirement).
Experience Requirements
- Minimum one (1) year professional HR experience, three (3) years preferred that demonstrates the ability to perform the essential functions of the job.
Knowledge/Skill Requirements
- Thorough knowledge of correct English grammar, spelling, and punctuation.
- General knowledge of office methods, equipment, procedures, and practices.
- Knowledge of Windows-based computer systems.
- Working knowledge of HRIS database software programs.
- Working knowledge of Federal and State Labor Law.
- Ability to effectively communicate both orally and written.
- Ability to create ADA compliant documents.
- Ability to apply judgment and discretion in performing confidential personnel matters.
- Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere.
- Ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds, specific needs, or limitations.
Supervisory Responsibilities
- Directly supervise Human Resources Student Assistants.
- Facilitate meetings, conduct performance evaluations, establish goals, and monitor day-to-day operations.
Essential Duties and Responsibilities
Timekeeping and Payroll
- Process bi-weekly payroll and submit timekeeping reports to third-party payroll provider.
- Ensure all applicable time-off requests are appropriately applied to individual time records.
- Ensure payroll-related penalties are appropriately applied to individual time records.
- Calculate split shift premium pay and submit reports to third-party payroll provider.
- Respond to inquiries from third-party payroll provider regarding employee records.
- Conduct bi-weekly payroll audits, provide audit data to supervisors.
- Serve as primary point of contact for payroll system support and training for ASI managers.
- Report Work Study hours to university financial aid office.
- Provide data to Department of Labor on a monthly basis.
- Distribute employee W-2 forms.
- Manage annual vacation cash-out process.
Human Resources Database Management
- Oversee all input and data maintenance for HRIS databases.
- Prepare and process payroll information forms, enter payroll additions, and changes.
- Enter and track all student and full-time separations; ensure accurate documentation.
- Keep Coordinator II informed on any software issues related to the HRIS databases.
- Verify Social Security matches through on-line verification system.
- Prepare monthly EDD new hire report.
- Generate reports and analyze data.
- Prepare monthly billing for employee scheduling system.
Employee Benefits
- Prepare benefit paperwork for new enrollments, deletions, and changes.
- Update benefit enrollment information in database systems.
- Notify benefit companies of enrollment changes.
- Process COBRA notifications and track COBRA compliance.
- Verify benefit enrollment compared to monthly billing and processes monthly payment requests for all ASI benefit programs.
- Research and respond to benefit questions.
- Administer flexible spending accounts for bi-weekly payouts.
- Administer annual benefit open enrollment.
- Serve as liaison to CalPERS and other benefits providers.
- Audit cell phone allowances on a monthly basis.
- Review cell phone allowance rates on a bi-annual basis and provide recommendations for changes.
Leaves of Absence
- Administer the Leave of Absence program in compliance with all required laws and policies.
- Provide appropriate leave notices to staff.
- Provide employees with information regarding State Disability Insurance and Paid Family Leave.
Worker’s Compensation
- Ensure timely processing of worker’s compensation claims and reports.
- Serve as primary liaison for all worker’s compensation claims.
- Track injuries and complete applicable OSHA reporting requirements on an annual basis.
- Assist supervisors as needed with Worker’s Compensation claims and return to work processes.
- Track any safety-related employee discipline.
- Serve as a member of the ASI Safety Committee.
Document Retention
- Maintain employee personnel files.
- Serve as Human Resources liaison to off-site document storage facility.
- Maintain all office forms and documents in compliance with ADA directives.
Staff Recognition
- Track events covered by the ASI Staff Recognition guidelines and send appropriate recognition gift when directed.
Assessment
- Develop and execute assessment of programs and/or services for areas of responsibility including, but not limited to, setting and implementing goals, evaluating outcomes, and ongoing enhancement.
- Participate in the overall ASI assessment planning and goal setting.
Diversity and Inclusion
- Recommend and support practices intended to eliminate racial, gender, or any other form of bias in processes, policies, and procedures.
- Demonstrate awareness of one’s own biases, comfort levels, and various aspects of diversity, equity, and inclusion (DEI).
- Demonstrate effort to understand each person’s individual and collective role in creating inclusive environments.
- Commit to continuous learning/improvement in DEI and cultural competence.
- Work with director to review department’s policies, procedures, & practices related to DEI and participate in addressing barriers identified.
Other Duties and Responsibilities
- Represent ASI on committees as appropriate.
- Attend and participate in meetings as necessary.
- Ensure continuous professional development.
- The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in ASI policy as a condition of their employment.
- Other duties as assigned.
Background Check
This position is subject to a background check (including criminal records) as well as National Address Locater (Social Security Number [SSN] Trace), 7-year County Criminal Search in each county and/or state the applicant lived in based on the SSN Trace, National Criminal Database Search, Name Search, Employment Verification (All employers in past 7 years) and Education Verification (Highest Degree). Credit Reports, Motor Vehicle Record Check and Professional License Verification may also be required based upon the essential functions of the position.
Salary Schedule
- Hiring Rate: $27.70/hour
- Pay Range: $27.70 - $44.32/hour
- Premium Overtime: Yes
- Shift Differential: Yes
- Non-exempt
Benefits
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Life Insurance
- Long Term Disability Insurance
- Public Employees’ Retirement System (CalPERS)
- Social Security (FICA)
- Paid State Holidays
- Vacation Time
- Sick Leave
- Personal Holiday
- Birthday Holiday
- Workers’ Compensation Insurance
- Unemployment Insurance
Date of Last Equity Review: 01/01/2022
Date revised: 6/29/2023
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