Human Resources Assistant

SUMMARY
This is a full-time non-exempt position that performs confidential clerical and administrative support to the Human Resources function of WCSI. This position supports the day-to-day operations of human resources, working closely with employees and other departments throughout the organization, such as Targeted Case Management, Targeted Supports Management, County Funded Programs, and other funded programs. Based on the job duties and responsibilities, this position is expected to maintain strict confidentiality. The primary goal of this position is to provide efficient and effective HR support service to the organization, achieving goals and objectives that will assist in meeting WCSI’s Mission and Vision. Primary work hours will be Monday through Friday, 8:30am to 4:30pm with a 30-minute lunch (37.5 hours/week) unless otherwise agreed upon.

Compliance:
As with all WCSI positions, it is the expectation that employees adhere to WCSI, County, State and Federal guidelines, regulation, policies and laws which govern the business and service of WCSI.
This position requires the employee to perform their daily job duties and responsibilities in a structured work environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Includes the following, (other duties may be assigned as deemed necessary by management):

Recruitment:
Within the scope of Recruitment efforts, this position will:

 Develop, arrange and/or communicate employment advertising/posting of job vacancies.
 Attend Job Fairs
 Maintain Applicant Tracking
 Process and review resumes of standard positions, evaluating qualifications/eligibility of applicants.
 Schedule Interviews
 Conduct Interview Testing
 Answer general questions regarding testing, compensation, benefits and other pertinent applicant information.
 Contact employment and personal references of employment candidates.
 Compose and send applicable post interview outcome e-mails.

On Boarding:
Within the scope of On-Boarding efforts, this position will:

 Coordinate post-offer pre-employment screenings, such as drug screens and physicals.
 Schedule and coordinate completion of New Employee Paperwork; Clearances; Transcripts/Diploma; I-9’s; County 21’s.
 Generate appropriate job description
 Provide training, during NEO, as related to areas of responsibility.

HRIS:
Within the scope of the Human Resources Information Systems:

 Entry of all associated information
 Scan, upload and track required documents in HRIS
 Perform all necessary data entry, as related to employee action changes, such as:
hiring; promotions; reassignments; demotions; separations; name and address changes
 Review and ensure accuracy of data entry, for purposes of HR records and payroll processing

Human Resources Administration:
Within the scope of Human Resources Administration efforts:

 Serves as an Initial point of contact for Human Resources
 Maintain performance evaluation tracking
 Process, verify, and maintain documentation relating to personnel activities such as recruitment; staffing; and performance evaluations.
 Compile and prepare reports and documents pertaining to Human Resources information.
 Generate changes to job descriptions.
 Process outside employment and adjusted work schedules as needed
 Process Public Student Loan Forgiveness forms as needed
 Process employee name and address changes as needed
 Ensuring valid driver’s license and vehicle insurance is on file for each employee
 Assist during random employee drug screen.
 Arrange and Coordinate completion of employee clearances that are due to expire.
 Prepare ID’s for all employees and visitors.

Payroll and Compensation:
Within the scope of Payroll and Compensation efforts, this position will:

 Perform all necessary entries and reviews, as related to areas of responsibility
 Prepare time and attendance for payroll processing
 Prepare documents associated with areas of responsibility for payroll processing
 Ensure accuracy of information.

Time and Attendance:
Within the scope of Time and Attendance efforts, this position will:

 Perform weekly audit of timesheets
 Communicate with employees, supervisors and managers regarding Time and Attendance
 Daily processing of Help Desk Tickets related to Time and Attendance.
 Generate various time and attendance reports associated with audit and upon request.

General:
General duties and responsibilities will include:

 Serve as a back up to the mail route rotation
 Assist and take notes during employee exit interviews
 Generate all hard copy correspondence, as related to areas of responsibility
 Personnel record maintenance, including general filing.
 Generate reports and provide initial analysis of data, as related to areas of responsibility.
 Develop and maintain all work processes within the HR Assistant Procedures, in collaboration with Supervisor. Update changes as they occur.
 Upload monthly standard survey reports.
 Maintain Department inventory list, to include applicable documentation of transfer/disposal request.
 Complete duties, as associated with the Fiscal Department process of checks and balances banking.
 Maintain and update the door and security systems in regards to employment related information.
 Provide initial contact support service, both in-person and by telephone; screen and direct telephone calls; take and relay messages; answer questions from employees and the general public regarding Human Resources.
 Provide general clerical and administrative support to the Human Resources Department, compose and type letters, memoranda and other correspondence related to assigned responsibilities and activities.
 Additional duties, may be assigned, as deemed necessary.

Job Activities that are associated with this Position:
 Establish and maintain interpersonal relationships. Develop constructive and cooperative working relationships with others and maintain over time.
 Communication with Managers, Supervisors and Peers, providing information by phone, via e-mail, or in person.
 Advanced utilization of computers and computer systems (hardware; software; web-based).
 Performing daily administrative tasks, such as maintaining information files and processing paperwork.
 Developing specific individual goals and plans to prioritize, organize and accomplish work responsibilities.
 Observing, receiving and processing information from various modalities.
 Using relevant information and individual judgement to determine whether events, actions or processes comply with existing policies/regulations/standards.
 Communicating with people outside of the organization, representing WCSI, as an initial contact for the public; providers; clients and other external sources.
 Compile; categorize; calculate; tabulate; audit or verify information or data.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:
Bachelor’s Degree OR three (3) years of experience in advanced clerical support. Human Resources experience preferred. Equivalent combination of education, experience, and training, which reflect the knowledge, skills, and abilities necessary for the position, will be considered.

Within the scope of this position, candidate will have knowledge of:

 Advanced clerical procedures and systems, to include data entry; file and record management; meeting agendas/minutes.
 Structure and content of the English language, including spelling, composition and grammar.
 Principles and processes for providing Human Resources services to employees, to include quality and satisfaction of services.
 Mathematical principles, including the application of statistics.
 Methods and techniques for basic report preparation and writing.

Certificates, Registrations, Licenses:
Valid PA Driver’s License, Proof of Valid Auto Insurance, Act 34 (Criminal Record), and Act 33 (Child Abuse) and FBI Clearance. There will be monthly screenings of PA Medicheck List, LEIE (List of Excluded Individuals/Entities) and SAM (System for Award Management).
Skill and Ability Requirements:

Other:
As a requirement of employment, certain personal information (Birth Date, Driver’s License, Diplomas, Transcripts, etc.) can be shared in a confidential communication as related to regulations, licensure and/or insurance carrier contracts.

As with all WCSI positions, this position will adhere to all random drug screening requirements, as set forth by WCSI Policy.

Within the scope of this position, candidate will have the ability to:

 Read and understand information and ideas presented in writing.
 Communicate information and ideas in speaking and writing so others will understand.
 Communicate information and ideas in writing so others will understand.
 Compose correspondence and compile and arrange data in a readable and comprehensible manner.
 Combine pieces of information to form general conclusions.
 Exercise good judgement and maintain confidentiality in maintaining critical and sensitive information, records and reports.
 Work with frequent interruptions and a high degree of contact by phone.
 Make accurate arithmetic calculations.

Within the scope of this position, candidate will have the skill to:

 Identify or detect a pattern (words; data) that is hidden in other distracting information.
 Apply principles of time management.
 Apply principles of work organization.
 Assess the importance/value/quality of tasks/assignments, and apply principles of prioritization.
 Review information and ask pertinent questions and evaluate in order to obtain the best solution.

ENVIRONMENT, PHYSICAL and MENTAL CONDITIONS

Work Environment: Work is performed primarily in a standard office environment. with extensive employee contact and frequent interruptions. Work may be required outside the office environment in relation to needs of the organization. This can include overnight travel. Exposure to outside weather conditions will exist. The noise level in the work environment is low to moderate.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting, to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist; to lift and carry light to moderate (15 pounds) amounts of weight, to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information. Requires the ability to see, within the normal vision range, with or without correction. Requires the ability to hear, within the normal audio range, with or without correction.

Mental: Work responsibilities will require excellent problem solving skills and organizational skills. Will be exposed to situations which are urgent or emergent, which may require immediate action. Responsibilities require multi-tasking, with extensive employee contact and frequent interruptions, which could be time sensitive and/or have deadlines. Will require management of requests and situations that occur at the same time.

REASONABLE ACCOMMODATION
It is WCSI’s business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with disabilities.