Human Resources Assistant

Job Description

Job Description

Job Summary

The Human Resources Assistant provides administrative and operational support to the HR department, helping ensure efficient and effective delivery of HR services across the organization. This role is essential in maintaining employee records, supporting recruitment and onboarding processes, and assisting with day-to-day HR functions in alignment with the mission of the agency.

Major Duties

• Assists with posting job announcements on internal and external platforms

• Maintains applicant tracking logs and organizes application files

• Assists with scheduling interviews and communication with candidates

• Conducts reference checks and assists with background check processing

• Prepare applicant correspondence (interview confirmations, status updates, offer/regret letters)

• Maintain applicant pools in accordance with Affirmative Action guidelines

• Supports HR staff at job fairs and recruiting events

• Assists with the preparation of new hire paperwork and assembling employee files. Assure all required documents are completed and filed accurately

• Assists with new hire orientation sessions (logistics, materials, sign-in tracking, proctoring Relias training)

• Assists with updating employee records and maintaining HR databases

• Track and update lists of new hires and staffing changes

• Assists with scheduling and tracking required employee screenings and certifications, including

• Drug Screens

• TB tests and Vaccines

• CPR/First Aid

• Other Certifications

• Assists with assurance that personnel files are complete and audit-ready

• Cross-training with the Administration Assistant to fill in as needed.

• Assists with scheduling employee training sessions and maintaining training records. Tracks completion of required training and certifications.

• Coordinate logistics for HR-related events (e.g., Wellness Clinics, Employee engagement events)

• Provide administrative support for agency-wide initiatives (e.g., United Way Campaign)

• Performing General Clerical Duties such as filing, scanning, and correspondence

• Assists with maintaining and updating required federal and state labor law postings

• Assists with distributing updated policies and tracking employee acknowledgements

• Assists with maintaining confidential HR files, including disciplinary documentation and grievances

• Assists in preparing documentation for HR reviews and investigations (administrative support only)

• Track probationary periods and notify HR leadership of upcoming deadlines

• Process employee status changes (transfers, separations, etc.)

• Prepares separation paperwork and updates records accordingly

• Assists with Agency Policy Handbook updates when changes are approved by the Board

• Performs other duties and responsibilities deemed necessary; not otherwise specified.

Knowledge Required by the Position

• Knowledge of human resources practices and procedures, including those related to benefits, payroll, recruitment, and credentialing.

• Knowledge of applicable federal and state employment laws.

• Knowledge of agency policies and procedures.

• Knowledge of computers and job-related software programs.

• Skill in problem solving.

• Skill in prioritizing and planning.

• Skill in maintaining accurate records.

• Skill in interpersonal relations.

• Skill in oral and written communication.

Supervisory Controls

The Director of Human Resources supervises and assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the results.

Guidelines

Guidelines include agency policies, Alabama Department of Mental Health guidelines and Medicaid guidelines, EEOC laws, OSHA, and DOL requirements. These guidelines require judgement, selection, and interpretation in application.

Complexity/Scope of Work

• The work consists of related technical duties. The need for accuracy combined with strict deadlines contributes to the complexity of the position.

• The purpose of this position is to provide technical support for the agency’s human resources operations. Successful performance ensures the accuracy and efficiency of those operations.

Contacts

• Contacts are typically with coworkers, other agency employees, individuals served, and members of the public.

• Contacts are typically to exchange information, resolve problems, and provide services.

Physical Demands/Work Environment

• 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. Reasonable accommodation may be provided to enable an employee to perform essential job functions.

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move over 25 pounds. Specific vision abilities required for this job include close vision, distant vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

• The work is typically performed in an office.

Supervisory and Management Responsibility

None.

Minimum Qualifications

• Ability to read, write, and perform mathematical calculations, and a high school diploma or GED.

• 1 – 2 years of administrative or HR experience, ideally in a nonprofit or mission-driven organization

• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

• Possession of a valid driver’s license and good driving record.