Administrative Assistant - Human Resources

Job Description

Job Description

POSITION : Human Resource Administrative Assistant

DIVISION : Administration - Human Resources

WHY JOIN US :

You believe that every person deserves a place to call home. You see that homelessness is a systemic issue and want to be a part of the solution.

You are ready to utilize your talent, experience, and creativity towards purpose-driven work. You want to work alongside industry leaders to learn, implement, and pioneer best practices.

LA Family Housing is a leading non-profit agency in Homeless Services and Real Estate Development. With nearly 40 years of experience and 11,000+ people’s lives changed each year, we know what it takes to end homelessness.

We take tremendous pride in the emergence of our staff as national leaders in innovation, best practices, and policy within housing production and homeless services.

Join the fight to end homelessness and make a difference in people’s lives at LA Family Housing!

THE POSITION :

The Administrative Assistant for Human Resources plays a pivotal role in enhancing the efficiency of HR operations. In this capacity, the individual provides comprehensive administrative support, skillfully managing schedules, appointments, and communication channels.

Key responsibilities involve meticulous documentation management, ensuring the accuracy and confidentiality of employee records, calendar management, generating reports and effective communication and support for agency staff.

WHAT YOU’LL DO :

ADMINISTRATIVE SUPPORT :

• Provide high-level administrative support to the HR department
• Manage and coordinate schedules, appointments, and meetings for HR staff
• Handle incoming calls, emails, and inquiries, redirecting them as necessary
• Generate email, correspondence memos, collateral packets, letters, and faxes on behalf of HR as needed
• Assist with the ordering of food and / or supplies and invoice processing for Human Resources meetings, trainings and events

DOCUMENTATION & RECORD KEEPING :

• Maintain accurate and up-to-date employee records
• Assist in the preparation and distribution of HR-related documents
• Manage confidential HR files and documents with a high level of discretion
• Processes all departmental invoices using NetSuite; tracks submitted invoices against department budget
• Curate and submit reports to management team when requested

RECRUITMENT & ONBOARDING :

• Assist in the recruitment process, including posting job openings, scheduling interviews and conference room booking and set up
• Coordinate candidate communication and assist in the onboarding process
• Train new hires on standardized process and procedures

HR SOFTWARE & SYSTEMS :

• Proficiently use HR software and systems to input and retrieve information
• Generate reports and compile data for HR analysis and decision-making

EVENT COORDINATION :

• Assist in the planning and coordination of HR events, meetings, and training sessions
• Manage logistics, invitations, and participant communications

COMMUNICATION :

• Act as a liaison between HR and other departments, ensuring effective communication
• Draft and edit HR-related communications, both internal and external

COMPLIANCE & POLICY SUPPORT :

• Assist in maintaining compliance with HR policies and procedures
• Support HR initiatives related to employee engagement and satisfaction
• Coordinates audit requests for subcontractors and internal stakeholders
• Manage allocated budgets and generate reports as requested

OTHER

• Ability to travel for career fairs, site visits, event set-ups and maintain a flexible work schedule
• Additional tasks, projects, and responsibilities as assigned by supervisor

WHAT YOU’RE SKILLED AT :

• Proven Experience : Previous experience in an administrative role, with exposure to HR functions.
• Organizational Skills : Strong organizational and multitasking abilities to handle various responsibilities simultaneously.
• Communication Skills : Excellent verbal and written communication skills, including customer service focus in working with all internal organizational levels and external contacts
• Confidentiality : Ability to handle confidential information with discretion.
• Technology Proficiency : Familiarity with HR software (UKG preferred), excellent Microsoft Office Suite working knowledge and experience, and other relevant tools.
• Reporting : Ability to collect and analyze data, generate reports and create presentations
• Initiative : Proactive and able to work independently with minimal supervision in a fast-paced ever-changing environment
• Team Collaboration : Comfortable working collaboratively within a team-oriented environment.
• Bilingual Skills : English / Spanish highly desired
• Strong decision-making skills and ability to maintain the highly confidential nature of human resources work
• General knowledge of various employment laws and practices preferred
• Skills in database management, budgeting and record keeping
• Must be able to successfully manage multiple priorities and projects within tight department metrics and deadlines, as well as be able to manage conflicting priorities and projects
• Should possess very strong attention to detail with pride in accuracy and quality of work

OTHER :

• Maintain and execute confidential information according to HIPAA standards
• Obtain and maintain CPR / First Aid Certification
• Ability to pass post offer Tuberculosis (TB) clearances
• Travel is a regular duty for this position and is required 25% of the time
• Use of a personal vehicle to travel between worksites and other locations is required
• Must have and maintain a valid California Driver’s License and auto insurance in good standing
• Ability to work a 9 / 80 work schedule

WHAT YOU’VE ACCOMPLISHED :

• High school diploma or GED preferred; additional certifications or coursework in HR are a plus.
• Proven experience in administrative roles, with at least two (2) years of experience in HR support.
• Experience working with a Human Resource Information System; Ultimate Kronos Group (UKG) highly desired.
• Previous experience with social services and / or homeless programs preferred.

WHAT WE OFFER :

Health, Dental, Vision, Life Insurance, 403B Retirement Plan, 529 Education Savings Plan, Long Term Disability, Employee Assistance Program, Flexible Spending Accounts (FSA), Legal Access Plan, Employee Appreciation Program, Company Sponsored Employee Events, Staff Development, 9 / 80 Alternative Work Schedule, Paid Sick, Vacation and 13 Observed Holidays, Public Service Loan Forgiveness Program Eligibility and more!

PHYSICAL DEMANDS, ENVIRONMENTAL CONDITIONS, EQUIPMENT

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

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Potential physical demands include but are not limited to : walking, climbing stairs, handling, finger / grasp / feel objects and equipment, reaching, communicating, being mobile, repetitive motions, visual activity, driving, and entering buildings.

If an accommodation is needed, please inform the Human Resources Department.

EQUAL EMPLOYMENT OPPORTUNITY

LAFH is committed and proud to provide equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

FAIR CHANCE ACT

LA Family Housing will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you.

After making a conditional offer and running a background check, if LA Family Housing is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report.

Find out more about the Fair Chance Act by visiting the California Department of Fair Employment and Housing’s Fair Chance Act webpage.