Human Resources Assistant

Job Summary

This position provides administrative support to the Human Resources department with a major focus on recruitment of needed staff, prescreening of candidates, onboarding, creating and maintaining employee files, data entry of new employees and updates. Duties include copying and organizing employee related material, handling confidential employee records and sensitive information, ordering HR office supplies, administering employee recognition programs for birthdays, anniversaries, employee of the month, awards, tracking of issued gift cards, assisting with special projects and other duties as assigned.

Essential Functions

• Preparing and coordinating all recruitment efforts, communicating, and advertising open position internally and externally via recruitment websites, job boards and organizations.
• Works in conjunctions with payroll administrator to ensure accurate and timely process.
• Trains managers and staff as needed on HRIS payroll/HR Paylocity, app set up and employee self-service.
• Coordinates and participates in career fairs, employee events, meetings, etc.
• Prescreening candidates by ordering background checks, drug tests, verifying past employment and references.
• Reviewing and processing required employment paperwork, including I-9 and W-4 forms, E-Verify, acknowledgement of policies and procedures, job description and employee handbook receipt.
• Scheduling and conducting new employee orientations to assure completion of employment paperwork, benefit orientation and job requirements.
• Administers and assists with recognition programs including gift cards, employee of the month and leadership service awards.
• Spanish translation as needed for employee reviews, meetings, progressive discipline and/or terminations.
• Performs standard office duties such as making photocopies, mail, filing, and other clerical functions.
• Posting monthly birthdays, anniversaries, job openings and other information on employee bulletin boards.
• Data entry of new hire paperwork, terminations, pay and job adjustments, and other routine employee changes.
• Creates personnel files for all new employees and independent contractors. Maintains all files and records organized for current and terminated employees.
• Keeps well informed of employee policies, procedures, programs, and benefits for staff inquiries.
• Provides comprehensive HR guidance and support, answer questions/concerns to staff and to managers.
• Notifies HR Director of any issues related to employee harassment, safety, violence, medical leaves, pay discrepancies, policy violations, complaints and other matters that may require immediate attention.
• Records and oversees certification requirements for TABC, Food Handler, Lifeguard, Security Guard, etc.
• Performs all other duties as requested by supervisor and/or senior management.

Requirements

• Must not disclose nor discuss confidential information with anyone other than HR Director and/or senior management. Confidential information includes but not limited to employee or former employee’s health, pay, performance, criminal background and Club confidential information.
• Communicates and interacts in a friendly, helpful, respectful and professional manner while on property, on the phone and while conducting any Club business.
• Poses honesty and integrity
• Follows instructions from a supervisor and senior management.
• Works well with minimal supervision.
• Shows up to work on time and follows work schedule.
• Team player and gets along with coworkers.
• Works safely but with a sense of urgency.
• Keeps work area clean and organized.
• Maintains a valid driver’s license when driving to conduct any Club business.

Interaction

• Frequent interaction with department heads, staff and job applicants.

Regular Work Schedule

• 9am to 5pm, Monday through Friday
• Works as needed on weekends and holidays for projects and special events

Education, Skills and Experience

• Spanish bilingual required.
• Strong recruitment and new employee onboarding knowledge preferred
• 2 years minimum experience as HR Assistant or Coordinator
• 2 years minimum office administrative experience
• Payroll and benefits knowledge a plus
• Must obtain and maintain CPR, AED, and 1st Aid certifications.
• Some college preferred
• Proficient in word, excel, internet and outlook.
• Knowledge of office equipment use (printer, phone, computer, copier, scanner, etc.)
• Excellent organizational skills and attention to detail.
• Excellent customer service skills

Working conditions

• Office setting, sedentary work.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Prolonged periods sitting at a desk and working on a computer.

The employee is occasionally required to climb, balance, stoop, kneel, crouch or crawl. The employee must frequently lift or move 10-15 pounds and occasionally lift or move up to 25-30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, ability to adjust focus and independent mobility throughout the property.