Job description

Overview: The Human Resources Assistant will provide administrative support to the Human Resources Department. They will manage and facilitate daily workflow items through the HR email inbox. They will conduct data entry and manage various human resources systems and ensure integrity of data inputted. They will manage employee personnel records, the background check process, and employment verifications. The Human Resources Assistant will draft letters that document employee changes; and send out employee communications as directed. They will assist with new staff orientation; work on projects and initiatives to further develop services provided within the department; and provide excellent customer service to all employees that may seek their counsel.
Responsibilities:

• Respond promptly to inquiries directed to the Human Resources Department; and manage the departmental email group.
• Create correspondences to document employee changes; i.e., pay changes, bonuses, schedule changes, etc.
• Manage and maintain employee electronic personnel filing system in ADP.
• Save all employee paperwork received at hire and throughout the employee’s tenure in their personnel files; i.e., new hire documents, licenses/certifications, car insurance, etc.
• Maintain background check process for the organization ensuring that checks are conducted on employees. Review and follow-up on any discrepancies prior to start date. Communicate with department leadership regarding necessary next steps, if needed.
• Review and audit new hire vaccination cards prior to employee start date.
• Create/manage access, perform data entry, and provide general maintenance into various human resource systems; i.e., SendWordNow, InfoCubic, ADP, Teams, etc.
• Manage and complete employee verifications directed to the department.
• Review departmental invoices for accuracy, and process payment through Accounts Payable. Connect with external entities to resolve invoice discrepancies.
• Assist and facilitate communication related to on-boarding of new hires, new staff orientation, and separating employees.
• Assist with New Staff Orientation onsite; i.e. create employee ID, complete Form I-9, review paperwork for completeness, answer questions, etc.; and provide new hires with an overall great experience on their first day of employment.
• Create flyers, newsletters, and communication that highlight employee achievements/milestones, inform/educate employees of changes, and advertise items that can benefit employees.
• Assist team with projects that drive continuous improvement and increases department efficiency.
• Ensure employee compliance to organization and departmental policies, procedures, and guidelines.
• Partner with employees in the organization to facilitate collaborative working relationships to drive human resource initiatives.
• Participate in committees/workgroups; and perform other related duties and/or projects as assigned.

Qualifications:

• Must have received or be willing to receive the COVID-19 vaccination and booster by the date of hire to be considered. Proof of vaccination required.
• Demonstrated work experience in an administrative, clerical, or office support capacity
• Thorough knowledge of Microsoft applications; i.e., Word, Excel, Outlook, PowerPoint, and Teams
• Familiarity with database management tools; preferably HRIS systems
• Detail oriented and excellent organization skills.
• Strong work ethic, proactive, self-motivated, and great follow through.
• Excellent customer service and ability to create and maintain positive working relationships with stakeholders at all levels.
• Ability to manage multiple projects and deadlines from initiation to completion
• Interest in human resources, healthcare, or non-profit work

Location: 1400 W. Greenleaf, Chicago, IL 60626

Job Type: Full-time

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