Human Resources Assistant (Bilingual)

POSITION TITLE: Human Resources Assistant

LOCATION: HOPE Clinic Health and Wellness Center

REPORTS TO: Human Resources Supervisor 

EDUCATION: Obtained a bachelor’s degree or working towards a bachelor’s degree with major course work in human resources, business, psychology, or related field. Bachelor’s Degree preferred.

WORK EXPERIENCE: Minimum 1 year of administrative or HR experience preferred

SALARY RANGE: $17.00-$20.00/hour

FLSA STATUS: Hourly – Non-Exempt

POSITION TYPE: Full-Time

LANGUAGE: Bilingual Preferred

HOPE Clinic provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

JOB SUMMARY:

The Human Resources Assistant supports the human resources department on all matters regarding personnel, training, development, payroll, and employee benefits. They will also oversee HOPE Clinic’s volunteer and externship programs. This position is responsible for coordinating all aspects of the clinic’s recruitment and orientation activities for employees, volunteers, and externs. These functions are performed in accordance with HOPE Clinic’s Mission, Vision, and Values.

MAJOR DUTIES & RESPONSIBILITIES:

• Participate and assist department managers in recruitment efforts through online postings, job fairs, and community partnerships;
• Responsible for the initial steps of the recruitment process and ensuring hiring managers follow the proper guidelines to recruit; 
• Maintain job descriptions for all positions in the company and update vacancies on the company website and other recruiting platforms;
• Receive, pre-screen if time permits, and distribute resumes/applications to appropriate hiring managers;
• Conduct staffing sessions and new hire orientation/onboarding;
• Ensure background and reference checks are completed;
• Orientate new employees to the organization and set up designated log-in, workstation, email address, etc.;
• Prepare and maintain new employees’ files with appropriate documentation;
• Ensure proper orientation/onboarding, general training, and de-briefing procedures for all staff;
• Maintain employee personnel files and related documentation in accordance with federal and state laws and regulations, and update personnel actions and pertinent information as needed;
• Answer frequently asked questions from applicants, employees, and or supervisors, relative to standard policies, benefits, hiring processes, etc.; refer more complex questions to appropriate senior-level HR staff or management; 
• Perform periodic audits of HR files, records, and documents, to ensure that all required documents are collected and filed appropriately;
• Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations;
• Update and enforce volunteer policies and procedures to ensure compliance with federal, state, and local laws and regulations;
• Collaborate with department supervisors to identify opportunities for volunteer involvement;
• Maintain volunteer position descriptions and recruit volunteers through online postings on the company website, volunteer fairs, and/or community partnerships;
• Conduct recruitment screenings, initial interviews, and placements of volunteers;
• Conduct volunteer orientation, general training, and onboarding for volunteers, including securing space, equipment, and account logins;
• Maintain volunteer personnel files and related documentation, in accordance with federal and state laws and regulations;
• Track volunteer hours and other performance measures;
• Conduct volunteer appreciation activities;
• Provide training and advice to management on the application of volunteer policies and procedures and other volunteer supervision issues with the guidance of senior HR personnel and/or HR consultants;
• Manage full-cycle externship program and general program requirements for compliance;
• Perform routine administrative duties as assigned, including preparing reports, distributing mail, filing, typing, copying, faxing, preparation of catering, preparation of company-sponsored events, and assisting the other members of the Human Resources staff with special projects or as needed;
• Attend on-site/off-site community engagement activities and on-site/off-site clinic events as needed; 
• Perform other duties as assigned to support HOPE Clinic’s Mission, Vision, and Values. 

QUALIFICATION REQUIREMENTS:

• Proficiency with computer skills, including Word and Excel in Microsoft Office; 
• Excellent verbal and written communication, analytical and problem-solving skills;
• Excellent attention to detail and a good math aptitude are required;
• General knowledge of various employment laws and practices;
• Experience in administration of benefits and other HR programs preferred;
• Excellent interpersonal skills and team player with the ability to interact and communicate with all levels of personnel including senior management in a professional manner;
• Skills in database management and record keeping;
• Able to exhibit a high level of confidentiality and build and maintain long-term relationships;
• Excellent organizational and time management skills;
• Must have excellent work ethics and be able to work independently with minimal supervision;
• Must have good transportation and a valid Texas Driver’s license;

EDUCATION and/or EXPERIENCE:

• Working towards a bachelor’s degree with major course work in HR, business, psychology or related field; 
• Bachelor’s Degree in Business Administration or related field preferred; 
• Minimum 1 year of administrative or HR experience and non-profit experience preferred. 

OTHER SKILLS and ABILITIES:

• Bilingual (Vietnamese, Chinese, Arabic, and/or Spanish with English) is preferred;
• Able to adhere to clinic’s attendance, punctuality, and meal and rest break requirements;
• Able to maintain concentration and focus to meet performance goals;
• Able to learn quickly and react positively to an ongoing, changing environment;
• Demonstrate the ability to handle pressure when attempting to meet deadlines and performance goals;