HR Assistant

Summary of Position Role/Responsibilities

The HR Assistant is responsible for providing professional and day-to-day operational support to the Corporate HR team. This role will partner closely with the HR Business Partners to assist with the processing and coordination of HR related tasks for their associated departments. The HR Assistant will also serve as backup in the facilitation and oversight of bi-weekly New Hire Orientation and other administrative tasks. This role may also be involved in special projects or assignments that may arise across a broad range of human resources functions or programs within the corporate unit.

Essential Functions of the Job

• Prepare and coordinate signings of offer letters and job descriptions for internal employee changes (transfers, promotions, salary changes)
• Assist the HR Team with the accurate processing of employee changes within the HRIS in accordance with Standard Operating Procedures (SOPs)
• Assist the HR Team with coordinating exit interviews for corporate employees, ensuring that meeting times/rooms are secured, and calendar invitations have been sent out
• Draft and prepare corporate announcements on standard email templates for new hires, promotions, transfers, and other organizational changes as needed
• Process new I-9 documents and reverifications for corporate employees, ensuring compliance with IMAGE program guidelines and procedures
• Monitor and manage the shared HR inbox by routing questions or emails to the appropriate HR Generalist or internal team, and ensuring all emails are answered promptly and accurately
• Oversee and send regular reminders of outstanding policy acknowledgements to corporate employees
• Coordinate the collection of system data and reports as required under the guidance of the HR Manager or HR Business Partners for any annual compliance filings such as EEO-1, VETS-4212, or AAP
• Run ad hoc reports from the HRIS as required or requested from the HR Leadership team
• Partner with the Corporate HR team to ensure compliance with federal and state laws related to employment in all areas of HR
• Assist the HR Manager on the completion or collection of HR related metrics or KPIs for the department SVP, AVP, or Executive team
• Assist the HR Team on special projects or tasks as needed
• Assist the HR Team in bi-weekly New Hire Orientation tasks as needed, such as; leading presentations, coordinating emails/schedules, and other general preparations
• Assist in any general administrative or clerical related tasks for the Corporate HR team
• Build and update SOPs as needed

Marginal Functions of the Job

• Other duties as assigned

Normal Work Schedule

This is a full-time position. Standard business hours are Monday through Friday 8:00 AM to 5:00 PM. Additional time outside of these hours may be needed to complete the essential functions of the job.

Education, Training, and Experience

• Associate degree required; or equivalent combination of education and experience
• Bachelor degree in HR, Business Administration, or related field preferred
• Minimum 2 years of HR experience or other relevant experience supporting HR related functions
• Prior experience operating Kronos Workforce Dimensions HRIS highly desired, but not required
• Proficient with Microsoft Office products, Adobe, electronic database management, and HRIS software
• Knowledge of HR processes, compliance, and best practices
• Ability to thrive in a dynamic and highly collaborative environment
• Excellent attention to detail, organizational, and time management skills
• Excellent verbal, written, and interpersonal communication skills

Required Licenses, Certifications, and Other Specific Requirements of Law

• Health Insurance Portability and Accountability Act (HIPAA) certification and ability to obtain and maintain

Other Characteristics of the Position

Physical Demands:

• Sitting for long periods at a time
• Regularly required to talk or hear
• Occasional lifting of office supplies up to 20 lbs.
• Vision abilities including close vision and ability to adjust focus

Mental Demands:

• Must understand and follow a set of clear oral and/or written procedures without deviation
• Performs repetitive routine tasks
• Withstand moderate amounts of stress
• Must adhere to a provided work schedule to meet a set of qualitative production standards
• Perform tasks that vary little from day to day
• Implements others’ decisions/procedures with little judgment required
• Must relay information orally

Work Environment:

• This job operates in a professional office environment.
• This role routinely operates standard office equipment.

Statement of Responsibility for Confidential Data

• Has access to, and requires daily use of, confidential records.
• Required by federal law to maintain strict confidentiality of “Avant” employee information and maintain security of such information.
• Proprietary Information and Non-Conflict Agreement required.