Human Resource/ Executive Assistant

TITLE: Human Resources/ Executive AssistantBENEFITS: Yes

DEPARTMENT: Human Resources STATUS: Full Time

REPORTS TO: Benefits Manager, Human Resources CLASSIFICATION: Administrative Support Worker

LOCATION: 730 Polk Street, San Francisco SUPERVISES: N/A

PAY RATE: $25-$30 /hr

POSITION SUMMARY:

The Human Resources/ Executive Assistant performs a variety of skilled administrative and clerical duties directly related to Human Resources activities and initiatives, while also supporting the executive team. These include maintaining employee databases and files; processing status changes; assisting employees in signing into, accessing and completing online requirements; supporting agency recruitment and employee retention efforts; scheduling; compiling data and preparing routine and special reports; providing information to employees on policies and procedures; responding to community and employee emails and phone calls; and assisting with special projects. Project Open Hand relies on our Human Resources/ Executive Assistant to positively represent us and the office of the CEO through impeccable, delightful customer service and to support the Human Resources team with current departmental and agency initiatives.

The Human Resources Assistant is an integral member of our agency, connecting staff, volunteers and community. This is a wonderful opportunity for a friendly, engaging and competent HR professional to learn about all aspects of large scale non-profit administration.

QUALIFICATIONS REQUIRED:

• 2+ years’ experience high volume administrative work in a professional office setting
• Experience working as a Human Resources Assistant and/or as an Executive Assistant
• Highly competent with MS office suite
• Excellent intuition and judgement
• Flexibility in a fast-paced, ever changing environment
• Excellent written and verbal communication skills
• Ability to maintain a calm, positive and constructive attitude during interactions with diverse populations, sometimes in challenging situations.
• Ability to work with highly confidential information.

QUALIFICATIONS DESIRED:

• Experience working as HR and/or Executive Assistant
• HR Certification (PHR and/or SHRM CP)
• Bilingual (Spanish/Mandarin/Cantonese)
• Experience working with Labor Unions
• Familiarity with HRIS Systems (ADP Workforce Now preferred)
• Working knowledge of Microsoft SharePoint and Visio

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Receives and directs incoming calls and emails to appropriate parties, takes messages, pages staff, and answers general inquiries in a highly professional, engaging, and competent manner
• Receives and directs approved visitors to the appropriate offices or meeting rooms
• Acts as a go to resource for employees with basic HR questions
• Supports HR Generalist in all aspects of employee recruitment; including but not limited to posting positions, sourcing and screening candidates, scheduling interviews, processing background and reference checks, following up with candidates, maintaining database and developing reports
• Supports the Human Resources and Benefits Administrator with special projects related to benefits, wellness, workers compensation, required trainings, Open Enrollment, and audits
• Assists the Human Resources department with various tasks, including but not limited to employee engagement, onboarding and off boarding processes, and maintenance of accurate and confidential records and files, according to legal and agency standards
• Prepares routine and special reports using HRIS and manual data
• Supports the agency Training Committee by posting training opportunities, creating and collecting sign in sheets, and tabulating attendance data
• Provides administrative project assistance and general administrative support to HR as needed, including but not limited to sorting daily mail, distributing paychecks, maintaining organizational chart, agency calendars and phone directories.
• Continuously hones and develops position related processes and departmental process guides
• Acts as Agency liaison with the Board of Directors, Leadership Team, and other VIP’s
• Coordinates Board of Directors and Executive Team meetings, materials, and deliverables
• Plan agendas, provide high quality notes, perform action follow-ups, execute logistics for regular Executive, Leadership, and off-site meetings
• Receives and directs incoming calls and emails to CEO, takes messages and answers inquiries in a highly professional, engaging, and competent manner
• Other duties as assigned

POH COMPETENCIES:

• A Team player: Demonstrates cooperative spirit, respects professional boundaries and is successful at sharing responsibilities with others
• Self-Led: Knows and completes responsibilities in assigned timelines, asks for clarifications when needed
• Sensitive to the circumstances and needs of the critically ill and seniors, as well as people with mental health and substance abuse issues
• Customer oriented: Works well with all customers (internal staff and external contacts), promotes a positive image of the agency and works diligently to resolve customer issues
• Poised: able to maintain a calm, positive and constructive attitude during interactions with diverse populations, sometimes in challenging situations
• Ethical: Honest, accountable, maintains confidentiality
• Knowledgeable: Understands facets of job, keeps job knowledge current
• Well Organized: Information organized and accessible, maintains efficient work space, manages time well
• A Strong Communicator: excellent verbal and written communication skills
• Tech. Savvy: Skilled with computers, proficient with function appropriate technology, learns quickly, uses technology to enhance job performance with the interest and ability to learn new technology
• Leadership I: Completes all assigned tasks in a timely manner and is able to identify projects or work needed for future completion. Anticipates needs before they are assigned. Recognizes themselves as a departmental or function representative
• Takes Initiative: Takes action, seeks new opportunities, strives to see projects to completion
• Problem solver: Strong analytical skills and able to creatively address and solve problems
• Audience engagement: Ability to effectively engage with target audiences
• Detail oriented: Meticulous and thorough when entering, reviewing and providing information

PHYSICAL DEMANDS AND WORK ENVIRONMENT: The physical demands and work environment characteristics 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

Physical demands: While performing duties of job, incumbent is occasionally required to stand; walk; sit for long period of times; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; talk and hear. Employee must occasionally lift and/or move up to 15 pounds unassisted. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus

Work environment: The noise level in the work environment varies from quiet to loud. The temperature in the work environment will range from cold to warm

Approval/revision date: 01/12/2024

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