JOB SUMMARY
In this entry level HR position, the Human Resources Assistant at The Foundation Schools performs a wide variety of clerical duties. They prepare, process and accurately maintain a variety of compliance reports, records, and files relating to staff, payroll and benefits with an emphasis on accurate data entry and time guidelines. The HR Assistant is responsible for processing, reviewing and monitoring workers’ compensation claims. The HR Assistant is responsible for completing, reviewing and tracking the Child Sexual Abuse and Sexual Misconduct Prevention process for all new hires, interns, and contractors (as assigned) as well as responding to requests for this information for current or prior employees seeking other employment. The HR Assistant is responsible for completing all verifications of employment for current and previous employees. Travel to other work sites may occasionally be required.
FLSA STATUS: Non-exempt employee
SUPERVISION: Human Resources Assistant Reports to the Assistant Director of Human Resources
QUALIFICATIONS
Education, Experience and Certification
· High school diploma, G.E.D., or equivalent is required
· Related course work, Associates or Bachelor’s degree is preferred
· Human Resources experience preferred
· Prior experience in a school setting is a plus
· Two or more years of experience in the areas of clerical, administrative, and bookkeeping functions are preferred
· Excellent typing, written, and oral communications skills required
· Prior experience with face to face and telephone client or customer service preferred
· Experience with a variety of computer software applications in word processing, spreadsheets, databases, and presentation software
Physical, Interpersonal and Cognitive
· Utilize basic office equipment such as computer, tablet, telephone, fax, copier, etc.
· Complete reports and data input while using a variety of computer programs
· Move and carry supplies; light lifting, non-repetitive
· Maintain a professional demeanor and relationship with students, colleagues, families, and community partners
· Work positively and collaboratively with others
· Maintain a professional work ethic and meet the standards of professionalism including appropriate attire, attendance, and timeliness
· Demonstrate effective time management and organization skills
· Prioritize & plan work activities
· Use time and resources efficiently, set realistic action plans and goals
· Speak clearly and be understood by others
· Read and express thoughts in a written format
· Possess and demonstrate a high level of mental and emotional balance
· Respond quickly and tactfully to crisis situations while using critical thinking to assess problems
· Work with minimum supervision and meet deadlines
ESSENTIAL JOB FUNCTIONS
- Complete verifications of employment, compensation and requested employment history documentation for current and former employees after obtaining proper authorization
- Enter workers’ compensation reports into claims and HRIS system and send initial email to employee, HR team and management. Follow up with employee and supervisor as needed. Update OSHA tracking in Paylocity with any additional information received on treatment, time off or communication from the employee and adjuster. Follow up with and forward all documentation to the claims’ adjuster; complete wage statements when needed. Send daily claims summary emails to CEO and HR department
- Complete the 486 Child Sexual Abuse/Sexual Misconduct Background process; collect and review 486 forms and necessary information from candidates, review resumes and applications to compile lists of applicable prior employers, submit requests for information to prior employers, track responses and report non-compliance to MSDE, scan complete 486 packet and upload to drive and tracking sheet; submit MSDE certification verification requests; maintain 486 compliance audit report; complete incoming 486 request forms for our current and former employees seeking other employment working with minors
- Complete the process for submitting Child Protective Services Forms after notarization is complete; monitor outstanding forms and update systems upon completion
- Maintain MSDE Binders of 486 documentation in inspection ready condition; add new hire and remove terminated employee documents; conduct periodic audits of binder to ensure accuracy
- Assist with the employee, temp and intern termination processes by completing tasks on the Termination Tracking Spreadsheet as assigned
- Assist with enrolling new hires in the compliance training system and reset passwords as needed
- Assist employees with password resets for the payroll & HRIS systems as needed
- Set up new employee files and file documents as needed. Ensure files are secure and locked when not in use
- Support all internal and external HR-related inquires or requests. Ensure smooth communication with employees and timely resolution to their inquiries
- Prepare, copy, and update new hire binders and ensure sufficient supplies are ordered. Maintain electronic and paper master file by updating as needed
- Create and send monthly HR newsletter to all staff with pertinent information to help employees navigate current events and maintain balance in work and life
- Assist with HR vendor and benefit invoice reconciliation; prepare reconciliation and payment request for approval and submission; notify supervisor of discrepancies
- Demonstrate knowledge of human resources laws and regulations regarding confidential staff information and ensure information is shared only when appropriate and in accordance with company policies and procedures, as well as with all federal, state, and local laws. Track and report on monthly webinar, training or research completion
- Maintain and protect sensitive employee information; maintain confidentiality about critical situations that arise at the workplace; ensure professional boundaries between staff and HR are maintained at all times and information is shared only with the appropriate parties; ensure sensitive information and files are secure at all times and are destroyed using appropriate methods
- Demonstrate behaviors that are consistent with standards for profession and ethical conduct; alerts supervisor of unethical or unappropriated conduct observed within the workplace; acts as a role model for other staff
- Acts as backup for Human Resources as needed
- Actively participate in committees, meetings, supervision, and professional development activities
- Consistently model and implement the organization’s core values to drive actions and to guide our students to incorporate Teamwork, Work Ethic, Integrity, Respect, and Leadership into positive behaviors
- Comply with all of The Foundation Schools’ policies, rules, protocols, and procedures
- Complete other duties as assigned
