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HR Administrative Assistant 


Job Summary:

Supports the Human Resource Department in all aspects of providing Human Resources services to various organizational programs as needed.  Specific responsibilities include: file management, HRIS system maintenance/data entry/report writing, new hire/employee orientation, separation processing, recruitment/training/payroll clerical support, special projects and related administrative duties.

Duties and Responsibilities

File Management: 1) Creates new employee folders for all active employees; 2) maintains/updates all employee documents; 3) purges terminated files and archives; 4) copies records as needed; 5) completes/updates I-9 binder; 6) provides input for improving recordkeeping system; 7) conducts employment verifications both over the phone and in writing; 8) monitors the access to employee information either in person or over the phone in  order to safeguard the security and integrity of all employee records.

HRIS System Maintenance and Reporting: 1) Enters/maintains pre-employment data base to ensure licensing requirements; 2) runs reports on file data and transfers to Excel spreadsheets for distribution to management; 3) liaisons with IT department to troubleshoot and receive training on system updates.

New Hire Orientation, and Separation Processing Support: 1) Conducts and provides backup for Orientation as needed; 2) prepares all Orientation materials and sets up room; 3) copies documents during Orientation and takes/develops pictures for photo identification cards; 4) assists with preparation of COBRA packets for separating employees

Recruitment/Staffing Support: 1) Assists HR Team with preparation for job fairs and related events; 2) assists with accurately logging/tracking HRB recruiting information into Recruiting Module 3) files/archives applicant documents; 4) assists with posting and advertising job openings; 5) assists with screening employment applications

Training Support: 1) Assists with document collection and data input; 2) makes copies of HR training materials;

Office/Administrative Duties: 1) Orders office supplies as needed; 2) distributes/copies forms to employees upon request; 3) orders/refills benefit supplies and H.R. forms; 4) assists in updating Organizational Chart and Frequently Called Numbers list; 5) Complies Exclusion lists for San Diego and Agency on a monthly basis.

Other Duties: 1) Assists with special projects of the Chief Human Resources Officer and Human Resources Generalist; 2) performs other duties as assigned; 3) May drive on Agency business as required

Position Requirements
  1. Office management work experience.
  2. Proficiency with MS Office Suite: Word, Excel, and Access.
  3. Organizational skills and ability to self-direct.
  4. Ability to present a professional demeanor and to work well under pressure.
  5. Ability to maintain confidentiality at all times.
  6. Ability to react to change productively and handle other essential tasks as assigned.
  7. AA degree or prior work experience in Human Resources.
  8. Non profit experience preferred.
Full-Time/Part-Time Full-Time  
Req Number ADM-12-00016  
Location San Diego - Grove Street  
About the Organization For over a century, Fred Finch Youth Center has brought hope and healing to vulnerable youth and their families. Our clients are children, teens, and young adults diagnosed with developmental disabilities or emotional disorders that may be transitioning from foster care or homelessness, recovering from abuse, or underserved by traditional service providers. We provide over 3,000 youth each year with residential care, special education, vocational training, transitional housing, homeless youth programs, school-based counseling, and in-home support on residential campuses in Oakland and San Diego and in homes, schools, and communities in over several counties throughout California. Join us in making a difference in the lives of others.  

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