Human Resources assistant

NOVA (Network of Victim Assistance) is a comprehensive victim services organization in Bucks County. With a 50+ year history, NOVA has expanded to include a continuum of prevention and direct services to prevent and address the needs of victims of sexual abuse and other serious crimes. NOVA is known for its exceptional services and professionalism across many disciplines and the community. As a mature and fiscally sound organization, establishing sustainability is key to our future success, serving all victims who need assistance, educating the community on violence prevention, and providing top-ranked professional training.

WORK LOCATION: 3-4 Days in Office Location: NOVA Jamison Office

TRAVEL REQUIREMENTS: Occasional travel between NOVA office locations, the NOVA Thrift Shop, and off-site locations may be required to support HR-related activities, attend staff meetings, and participate or attend NOVA events or attend trainings.

EMPLOYMENT STATUS & HOURS: Part-Time: 15 to 20 hours per week, non-exempt

REPORTS TO: Human Resources Coordinator

SALARY: $23-$25/hour

OTHER RELATIONSHIPS: Leadership Team; Department Directors, Managers, and Coordinators; NOVA Staff; job applicants and candidates; Finance staff; and external HRrelated contacts, including payroll representatives, benefits and retirement plan administrators, insurance and workers’ compensation representatives, background screening providers, trainers, consultants, and other relevant vendors and service providers.

POSITION SUMMARY

The Human Resources Assistant provides administrative support to the Human Resources department and assists with a variety of HR functions, including recruitment, onboarding, personnel records, benefits administration, training coordination, and general HR operations. This position requires a high degree of confidentiality, strong organizational skills, attention to detail, and excellent customer service.

ESSENTIAL FUNCTIONS

Recruitment & Hiring

• Support the recruitment and hiring process by posting approved job openings on internal and external job boards.
• Coordinate interviews and related communications with candidates and hiring supervisors.
• Prepare interview materials and other recruitment documentation.
• Conduct reference checks and coordinate background checks and required clearances.
• Assist with preparing letters and new hire documentation as directed by the Human Resources Manager.
• Maintain accurate applicant information and recruitment records.

Onboarding & Offboarding

• Prepare new hire paperwork, personnel files, orientation materials, and onboarding documentation.
• Coordinate onboarding schedules and assist with new employee orientation activities.
• Ensure required employment documentation, including Form I-9, tax forms, acknowledgments, and other required documents, is completed and appropriately filed.
• Assist with employee separations by preparing exit documentation, coordinating offboarding checklists, and updating employee records and systems.

Benefits Administration

• Respond to routine employee benefits questions and refer complex or sensitive matters to the Human Resources Manager.
• Prepare and process benefits enrollment materials and related documentation.
• Support annual open enrollment activities, including employee communications, documentation, and system updates.
• Process qualifying life event changes and maintain accurate benefits records.
• Coordinate routine communications with benefit vendors as directed.
• Assist with documentation related to leave programs, workers’ compensation, and other employee benefits.

HR Compliance and Records

• Maintain accurate, complete, and confidential electronic and paper employee records.
• Update employee information in the HRIS and other HR systems.
• File, scan, organize, and maintain HR documentation in accordance with organizational procedures and record-retention requirements.
• Assist with maintaining personnel files and documentation required for compliance, audits, and funder reviews.
• Maintain strict confidentiality and exercise appropriate discretion when handling employee and organizational information.

HR Reporting & Administration

• Prepare routine HR reports, spreadsheets, correspondence, employment verification letters, and other documentation.
• Assist with maintaining HR policies, forms, templates, and standard operating procedures.
• Maintain HR calendars and track deadlines related to benefits, performance reviews, training, certifications, and other HR activities.
• Assist with performance review administration, including distributing materials, tracking completion, and maintaining records.
• Compile and maintain HR data as requested by the Human Resources Manager.
• Assist with HR vendor records, invoices, supplies, and other administrative needs.

Training & Employee Support

• Monitor completion of required employee training, certifications, and related documentation.
• Assist with coordinating HR-related training sessions, materials, schedules, and attendance records.
• Respond professionally to routine employee HR inquiries and direct questions or concerns to the HR Manager.
• Provide administrative support for employee engagement, recognition, and other HR initiatives as requested.

Payroll & Timekeeping Support

• Assist with entering and maintaining employee information, compensation changes, benefit deductions, and employment status changes in HR systems.
• Support the accurate and timely communication of HR-related changes to Finance.
• Assist with routine employee questions regarding timekeeping and payroll procedures and refer more complex matters as appropriate.
• Maintain documentation related to attendance, timekeeping, payroll changes, and other HR transactions.
• Provides back-up support for payroll processing when the Accounting Administrator is unavailable, including assisting with payroll preparation, review, and processing in accordance with established procedures and deadlines.

General HR and Organizational Support

• Schedule HR meetings and maintain departmental calendars.
• Assist with special HR projects and process improvement initiatives.
• Provide administrative support to the Human Resources Manager and other members of leadership as needed.
• Provides back-up front-office support as needed, including answering incoming telephone calls, greeting and directing visitors, and assisting with other general office needs. These duties are secondary to the position’s primary Human Resources responsibilities.

AGENCY REQUIREMENTS

• Understand and embrace the Mission, Vision, Values, and Norms of the organization
• Understand and commit to NOVA’s DEI practices and have a willingness to embrace a culture of inclusion and respect
• Adhere to funder standards and procedures as required
• Adhere to all agency policies and procedures
• Adhere to department procedures
• Participate in developing work plans at all appropriate levels (as required by position), and use plans to monitor outcomes and promote change
• Meeting attendance required: staff meetings, leadership level meetings, staff committee meetings
• Attend and actively participate in at least one agency-organized fundraising event annually
• Driving/Travel – Ability to travel county-wide as position may require, to agency-wide events, and staff meetings, and maintain (or secure) reliable transportation
• May be required to work various hours including some weekends and evenings

STAFF DEVELOPMENT

• Successful completion of the Sexual Assault Counselor Training (SAC), annual training requirements, and continuing education requirements as applicable.
• Participates in job-related professional development activities
• Annual attendance of NOVA’s Staff Retreat (1 day)
• Attend and actively participate on a staff or agency committee
• Meets regularly with the Human Resource Manager for support, direction, supervision, and feedback.

COMPETENCIES

• Ability to engage in trauma-informed practices
• Ability to work in a confidential setting and adhere to NOVA’s confidentiality practices
• Conduct all relationships with honesty and integrity
• Emotionally resilient with the ability to engage in self-care practices
• Effectively work independently and within a team
• Ability to adapt to changing work environments, evolving work priorities, and the needs of the organization

EDUCATION/EXPERIENCE/QUALIFICATIONS/SKILLS

• Associate’s or Bachelor’s degree in Human Resources, Business Administration, or a related field preferred; equivalent education and relevant experience may be considered.
• Minimum of one to two years of Human Resources, administrative, or related professional experience preferred.
• Experience working in a nonprofit or mission-driven organization is preferred.
• Experience supporting recruitment, onboarding, benefits administration, employee records, training, payroll, or other HR functions preferred.
• Basic knowledge of Human Resources practices and applicable employment laws, with a willingness to continue developing HR knowledge and skills.
• Demonstrated ability to maintain accurate records and handle confidential and sensitive employee information with discretion.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and meet deadlines.
• Strong attention to detail and commitment to accuracy.
• Excellent written and verbal communication and interpersonal skills.
• Ability to respond professionally to employee questions and appropriately refer complex or sensitive matters to the Human Resources Manager.
• Strong problem-solving skills and the ability to follow established policies, procedures, and processes.
• Collaborative, service-oriented approach with a strong commitment to teamwork.
• Ability to work independently while recognizing when guidance or escalation is appropriate.
• Proficiency with Microsoft 365 and comfort learning and working within HR information systems and other technology platforms.
• Experience with HRIS systems, benefits administration, recruitment systems, or payroll/timekeeping systems preferred.
• NOVA may require employees to participate in drug testing.

LICENSES/CERTIFICATIONS

• Must meet all required background checks (criminal, FBI, child abuse) at hire and every five years after that
• Must provide proof of a valid driver’s license
• Must provide proof of valid car insurance with a minimum liability coverage of $100,000/$300,000 upon hire and annually after that

Accommodations: If you require accommodation during the application or interview process, please notify us. We are committed to ensuring an inclusive and accessible experience for all candidates.

If you possess these qualifications, are energetic and passionate about the mission of NOVA, and enjoy a friendly, team-oriented environment, we would like to hear from you! Please submit your resume with a cover letter telling us why you are the person for this job, and your salary requirements to [email protected] (Subject: Human Resources Assistant)