Human Resources Assistant

Job Summary

The HR Assistant is responsible for the accurate processing of the company’s semi-monthly payroll along with recruitment, including the advertising of vacancies, screening candidates, interviewing and onboarding new staff members. Benefit administration and some administrative tasks and services to support effective and efficient operations of the organization’s HR department and support to the President/CEO are also included in this role.

Job Duties and Responsibilities:

Reasonable accommodations may be made to enable individuals to perform the essential job functions.

· On a daily basis, collect team member timecards and accurately record in the company’s payroll system software the time worked by each team member for payroll purposes.

· Collect, record, and prepare employee payroll data and expense reimbursements ensuring data integrity and maintaining confidentiality, in compliance with company procedures, policies and state and federal regulations and statutes. Electronically transfer payroll data semi-monthly from the company’s payroll system software to the appropriate financial institution. Create employee pay statements and internal payroll reports.

· Assist in communicating payroll-related information, as appropriate, to employees by telephone, in written form, e-mail or in person.

· Assist with the payroll process end steps, including distributing pay stubs. Complete employee verification forms when requested.

· Maintain postings on Indeed for vacancies, screen candidates, schedule and conduct interviews and complete onboarding tasks for new hires.

· Maintain the integrity and confidentiality of human resource files and records.

· Answer frequently asked questions from applicants and employees related to standard policies and hiring processes; refer more complex questions to the HR Manager.

· HR support including incident reports and other tasks as assigned, ensure that all required documents are collected and filed appropriately.

· Assist with HR benefit administrative tasks between the organization and external benefits providers and vendors, which may include health, dental, vision, disability, and retirement plan providers.

· Assist with employee training and new hire orientations and with planning and execution of special events such as benefits enrollment and organization-wide meetings.

· On a daily basis, pick up company mail from the Ripon, WI post office and distribute it to the appropriate individuals.

· Operate office equipment in order to assist with clerical duties such as emailing, photocopying, faxing, and scanning; File documents and maintain records for the administration department. Act as a technical resource when assisting employees to resolve problems with the company office equipment and phone systems.

· Organize, update and maintain the corporation’s e-mail lists, calendars, phone directory and mailing lists. Distribute documents appropriately.

· Monitor, request, receive and distribute office supplies.

· End of year box up files and assist with 1099’s as needed.

· Assist staff with the scheduling of meetings; prepare materials and set up rooms for board meetings, corporate meetings, special events and activities both within the corporation and in the community. Setup virtual meetings using Teams and Owl device.

· Provide clerical support to the President/CEO, Finance Manager, HR Manager and others, as needed.

· Participate in the Real-Time Feedback and Goal-Achievement Coaching Program at Diverse Options, Inc.

· Other duties as assigned.

Required Skills/Abilities:

· Demonstrated ability to communicate in a professional manner so others will understand; excellent written and verbal communication skills.

· Demonstrated ability to choose and successfully apply the right mathematical method or formula to solve problems.

· Demonstrated ability to problem solve. Must be able to effectively use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

· Demonstrated ability to maintain meticulous and confidential records. Must be reliable and extremely trustworthy. Must be proficiently skilled at accurate recordkeeping and have the ability to pay attention to detail and be thorough when completing work tasks.

· Proficiently skilled with basic computer applications including Microsoft Office products and databases. Must have advanced-level skills using Microsoft Excel to create and maintain spreadsheets.

· Proficient with or the ability to quickly learn accounting software or similar computer applications.

· Proficiently skilled at active listening; Gives full attention to what other people are saying, takes time to understand the points being made, and asks questions without interrupting at inappropriate times.

· Demonstrated ability to multi-task, prioritize and manage time effectively.

Education & Experience Required:

· Associate Degree in HR or business administration field OR 3+ years of experience working in a business environment on payroll and HR-related operations.

Physical Requirements:

· Ability to stand and/or sit.

· Ability to see details at close range, within a few feet.

· Ability to lift and carry up to 20 lbs.

· Ability to push and pull up to 30 lbs.

Driving Requirements:

· Current valid driver’s license and good driving record.

· Proof of adequate personal auto insurance is required if individual drives his/her own personal vehicle for business purposes.

· Must be at least 21 years old if driving a Diverse Options, Inc. vehicle.

Expected hours: 25.0 per week

Benefits:

• 401(k)
• Employee assistance program
• Flexible schedule
• Paid time off
• Referral program

Work Location: In person