Human Resources Assistant

Salary Range: $18.2208 - $30.3784 per hour. Salary commensurate with experience.

Join UP! We are lighting the path home, one person at a time.

Job Summary

Reporting to the Director of Human Resources, the Human Resources Assistant provides a wide range of administrative support to the Human Resources team by assisting with employee recruitment, onboarding, record keeping, data collection and analysis, and compliance. The Human Resources Assistant is one of the first points of contact with the Human Resources department. In this role, it is expected that the Human Resources Assistant will assist in communicating and upholding Urban Pathways’ mission, vision, and values and advance strategic priorities to promote a positive organizational workplace culture. The Human Resources Assistant will be an active listener and provide high quality customer service and respond by exhibiting cross-cultural awareness with the ability to promote and contribute to an equitable and inclusive anti-racist organizational culture and environment.

Key Responsibilities & Essential Functions

Program/Facilities

• Assists the Human Resources Recruiter with employee recruitment and onboarding processes including, but not limited to:
  1. Assists in maintaining the Applicant Tracking System.
  2. Assists in screening applicants and conducts employment verifications and reference checks in a timely manner, as needed.
  3. Verifies applicant credentials in a timely manner.
  4. Processes and tracks MVR driver’s license checks and maintains the Organization’s Authorized Drivers List on an on-going and timely manner.
  5. Processes and tracks criminal background checks in a timely manner.
  6. Processes and tracks State Central Registry inquiries in a timely manner.
  7. Processes and tracks OMIG background checks as follows:
     1. Pre-Employment
     2. Monthly for current employees
  8. Verifies I-9 documentation.
  9. Report discrepancies to the Human Resources Director and/or Chief People Officer in a timely manner.
• Prepares new hire paperwork and new hire registration link.
• Assists with conducting new hire orientation and ensures new hire packets contain up to date material.
• Creates and maintains new hire personnel files and as needed complete DocuSign documents.
• Works closely with the Development and Communications Department on the monthly Staff Newsletter, which includes preparing new hire announcements.
• Assists with scheduling and coordinating individual and group interviews among multiple programs/departments and hiring managers.
• Assists in the planning and coordination of job fairs.
• Responds to requests for information, troubleshoots issues, follows up and responds to staff inquiries.
• Maintains compliance with Urban Pathways, Federal, State, City and funding agency policies, procedures, and regulations.
• Maintains confidentiality at all times.

Administrative

• Processes new hire paperwork, personnel change forms, purchase orders, check requests and expense reports for the HR Department.
• Completes data entry for HRIS and other HR related systems and processes.

1. Run ad hoc reporting.

• Maintains filing systems for all active and terminated personnel files.
• Monitors data integrity and assists in HR compliance audits.
• Prepares and maintains reports and queries as required and assures data accuracy and completeness.
• Assists in audits of HR functions and collection of HR data for contract applications, renewals, and all other purposes.
• Prepares and maintains minutes of meetings as assigned.

Community Relations

• Works with the HR team to develop relationships with recruitment sources such as colleges, training schools, etc.
• Develops and maintains relationships with program management and vendors.

Communication

• Communicates verbally and in writing in a professional manner at all times.
• Attends staff meetings, trainings, and supervisory sessions, as required.
• Responds to all communications including telephone, email, and other oral and written inquiries in a timely manner.

Performs all other duties as assigned and as required.

Qualifications, Education and Experience

• Bachelor’s degree in Human Resources, Business Administration, or closely related field.
• Administrative experience with at least 1 year of experience in Human Resources or related field preferred.

Skills & Competencies

• Effective verbal and written communication skills.
• Excellent organizational and follow-up skills required.
• Excellent time management skills with a proven ability to meet deadlines.
• Critical thinking and problem-solving abilities.
• Ability to multi-task in a fast-paced environment and maintain strong attention to detail.
• Excellent interpersonal skills and ability to work independently or as part of a team.
• Ability to handle confidential information with integrity and professionalism.
• Proficient with Microsoft Office Suite or related software. Experience with ADP Work Force Now or other HRIS preferred.

Licenses

• PHR/SPHR Certification a plus.

Capabilities

• Desire to perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Comfortable with using public transportation to travel to and from various programs sites.

Urban Pathways offers a comprehensive benefits package designed to support the well-being and professional growth of our employees.

These benefits include:

• Healthcare Coverage: Medical, dental, and vision insurance plans to keep you and your family in good health.
• Retirement Savings: A 403(b) plan and a 401(a) with employer annual contribution to help you plan for a secure financial future.
• Paid Time Off: Generous paid time off, including vacation, holidays, and personal days.
• Professional Development: Opportunities for continuous learning and professional development to enhance your skills and advance your career.
• Flexible Work Arrangements: Work-life balance is important to us, and we offer flexible work arrangements to accommodate your needs.
• Wellness Programs: Employee wellness programs, including fitness initiatives and mental health support.
• Employee Assistance Program (EAP): Confidential counseling and support services for personal or work-related issues.
• Employee Recognition: Recognition programs to celebrate and reward outstanding contributions.