Human Resources Assistant

Under the direction of the Director of Human Resources, the Human Resources Associate will support the operations of the Human Resources department by performing a variety of duties within the Human Resource department to support the business needs.

Assignments include maintaining and updating applicant database on human resources system, maintaining the human resource database and all employee records and files; payroll processing and tracking and reporting payroll information; completion of assigned reporting functions involving attendance statistics, termination, hire and transfer data, and other information assigned; and assisting in the talent acquisition process as it applies externally and internally, and responding to a variety of questions from applicants, staff and the public in a timely and courteous manner.

Responsibilities:

Work as part of a team providing a range of operational support and administrative functions for CCSE.  Support the Human Resources Director in providing a high quality of administrative service to all staff and clients/visitors. 

1.  Support the Director of Human Resources

• Assist and provide administrative services for the Director of Human Resources.
• Composes, prepares and types documents, correspondence, reports, forms and other materials.  Performs a variety of clerical duties, such as copying, faxing, filing, opening and sorting mail. Organizes and maintains file system and file correspondence.
• Set-up and maintain files, records and databases.  Develop and maintain a current and accurate filing system.
• Coordinates director's schedule and makes appointments. Also assists in the planning and preparation of meetings, conference calls, schedule appointments and travel arrangements as requested.

2.  Assumes responsibility for effectively recording, maintaining, and reporting human resource information.   Maintains and updates various human resource related information in various human resource information systems.

• Oversees the human resource database.  Enters new hire information in the human resource system database and ensures that system records are accurately recorded and cross-checked.
• Compiles and prepares new hire packets for health and welfare benefits and for the 403(b) plan.
• Sets up and maintains employee benefits files; assists with processing and collection of benefits enrollment forms; sets up files for new hires and processes files for terminations, including notification to benefit providers, COBRA participants, PDL, PFL and LOA.
• Tracks and resolves problems and checks system operations as scheduled.
• Ensures that human resource files and records are maintained in accordance with legal requirements and company policies and procedures.
• Completes monthly and year-end reports regarding terminations, transfers, and new hires.
• Ensures that EEO reporting functions are up-to-date and in compliance with federal regulations.
• Updates and/or verifies accuracy of application status, background review status, re-hire status, new hire paperwork, including W-4's and I-9's, and various other human resource related paperwork. 
• Processes employment verification forms and name change packets.
• Prepares recruitment lists and job postings.
• Completes miscellaneous research, reports, and memos as requested.

3. Acts as the front line Human Resource Department team member.  Responsible for establishing and maintaining professional working relations with applicants, visitors, callers, and business professionals.  Assist guests and staff members by providing information and directing inquires to the appropriate staff.  Receives and screens visitors and direct incoming telephone calls as appropriate.

• Maintains basic information with regard to basic human resource inquires to route and/or hand out information to employees and/or applicants as appropriate. Prepares various packets of information.
• Assists in the recruiting process by directing and assisting applicants/employees to the web site, posting open positions, receiving and tracking employment applications, screening resumes and scheduling interviews. Administers pre-employment tests to applicants and employees, tracks test results, and advises the respective hiring manager of the results.
• Assists in informing new employees of human resource policies and programs as needed.
• Assists with questions and problems courteously and promptly.  Obtains and conveys information as needed.
• Maintains and projects the company's professional reputation.

4.  Assumes responsibility for establishing and maintaining effective communication, coordination, and working relations with employees and with management.  Represents the Human Resource Department in a professional and proactive manner at all times.

• Assists with preparation and in training new employees.
• Supports Department personnel as needed.
• Stays well informed regarding human resource developments.
• Coordinates with related departments as required.  Answers questions and provides assistance.
• Keeps management appropriately informed of area activities and of any significant problems.
• Attends and participates in meetings as required.

5.  Assumes responsibility for the accurate and timely performance of payroll functions.

• Computes and records payroll data as scheduled.
• Maintains payroll records in compliance with state and federal regulations.
• Prepares and verifies semi-monthly payroll information for HR, ensuring that staff receives correct pay for hours worked.
• Provides payroll information regarding merit increases to managers as requested.
• Tracks and resolves payroll errors. Completes payroll adjustments and corrections as necessary.
• Ensures that payroll functions are performed in accordance with established policies and procedures.

6.  Assumes responsibility for related duties as required or assigned.

• Promotes positive public/employee relations at all times.
• As appropriate, devise and adapt improved work methods and procedures to accomplish work assignments. 
• Maintain personal and professional development to meet the changing needs of the job, participate in appropriate training activities and encourage and support staff in their development and training.
• Undertake such other duties, training and/or hours of work as may be reasonably required and which are consistent with the general level of responsibility of this job.
• Maintains a clean, safe, hazard-free work environment within area of responsibility.
• Performs miscellaneous clerical functions and special projects as assigned.

Essential Knowledge, Skills and Abilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Knowledge and understanding of state and federal employment law.
• Ability to act with discretion and willingness to maintain a high level of confidentiality in handling sensitive material with diplomacy, tact and professionalism; required to sign and adhere to a confidentiality agreement.
• Ability to respond to varied requests in a professional manner and deal effectively with differing attitudes, position of others and a variety of personalities and situations requiring tact, judgment, and poise.
• Strong verbal, written and interpersonal communications skills including ability to listen to and interact with diverse audiences.
• Ability to assess ambiguous situations and provide creative and workable solution to unforeseen problems.
• Ability to exercise good judgment to effectively prioritize and handle multiple tasks, juggle shifting priorities and complex assignments; be extremely detail oriented; possess exceptional organizational skills; and be very meticulous with paperwork.
• Must be able to follow through on assignments and projects within required deadlines. Ability to apply independent judgment, discretion and initiative to address problems and develop solutions
• Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to applicants and other employees.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized
• Basic mathematical skills, such as the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to perform secretarial and clerical duties with speed and accuracy without immediate and constant supervision.
• Ability to retain a large variety of information and interpret it to various publics.
• Ability to learn, interpret, and apply policies, procedures, and resolutions.
• Ability to maintain a good working relationship with all co-workers, vendors, clients and the public and to use good judgment in recognizing scope of authority.

Preferred Qualifications:

• Strong administrative skills, ability to multi-task, and detail oriented.
• Strong organizational and planning skills with the ability to take initiative, be proactive and work with minimal supervision
• Ability to work in a fast-paced, deadline oriented environment and prioritize multiple assignments.
• Must be a self-starter and able to adjust to change.
• Non-profit experience

Education and/or Experience:

• High school degree or equivalent. Bachelor's Degree preferred. At least two or more years of related human resources experience
• Proven strong analytical and problem solving skills. Ability to apply independent judgment, discretion and initiative to address problems and develop solutions.
• Competence in understanding, interpreting, and communicating procedures, policies, information, ideas and instructions.
• Previous experience in a fast paced, high profile environment with the proven ability to perform proficiently all office assignments.

Computer and/or Technical Skills:

• Demonstrated high-level of abilities of various computer software programs and fluency in using standard office software packages (MS Office: Access, Excel, Word, PowerPoint, Outlook).
• Familiar with standard office procedures, filing, telephone techniques and operation of office equipment.

License, Certificates or Registrations:

Valid California Drivers License; insurable in the State of California.  Must own a licensed and registered vehicle and be willing to use it for work-related purposes.

Salary: $33,000 - $47,000  

To Apply:

Potential applicants must complete a California Center for Sustainable Energy Employment Application and send a resume and cover letter by mail, fax, or email.

CCSE
8690 Balboa Avenue, Suite 100
San Diego 92123

Applications are available at the CCSE Web site.

EOE.