Operations Assistant

The Operations Assistant provides full administrative support to the Operations department of the agency, performing administrative tasks in the areas of human resources, finance and facilities. Specifically, this position carries out administrative responsibilities in the following functional areas: personnel recruitment and hiring, benefits administration, employee and other departmental recordkeeping, employee relations, training and professional development of employees, and employee performance reviews. This position provides administrative support to the CFO in achieving departmental goals and in all personnel matters.

DUTIES AND RESPONSIBILITIES:

Recruitment and Hiring

· Posts open positions, schedules interviews, and participates in screening of resumes. Maintains contact with job candidates, disseminating and collecting paperwork relevant to the hiring process.

· Conducts criminal background and reference checks on candidates identified for hire.

· Assists employees in completing new hire paperwork, distributes employee handbook and trains new employees in essential agency policies and processes.

· Registers new employees in benefits-related databases; completes state-mandated new hire reporting.

· Ensures new hire checklist is completed in timely manner for each incoming employee; updates checklist form when necessary.

· Coordinates bi-monthly new hire orientation and tour of facilities.

Benefits Administration

· Performs benefits administration, including enrollment, disenrollment, change reporting, and communication of benefits information to employees as directed or needed.

· Maintains and keeps current confidential, limited-access benefits files for each employee.

Employee Recordkeeping

· Prepares new employee files.

· Files papers and documents into appropriate employee files.

· Verifies I-9 documentation and maintains related documents in confidential, limited-access files.

· Maintains employee and office contact sheets.

· Compiles reports regarding employee pay, turnover, exemption status, etc. from Human Resources database as needed or directed.

· Conducts audits of various payroll, benefits or other HR files or programs and recommends any corrective action.

· Processes personnel action paperwork.

· Revises agency forms for updates and more effective usage.

Employee Relations

· Acts as primary point of contact for Human Resources department in answering employee requests and questions regarding pay, leave and benefits.

· Works with HR Manager to implement various staff development and team-building initiatives, including planning staff social functions and preparing gifts of acknowledgment for staff as determined by policy.

· Tracks and ensures recognition of staff accomplishments, personal milestones and service anniversaries.

· Schedules employee exit interviews and offers exit survey to outgoing employees.

Training and Professional Development

· Tracks, organizes, and/or initiates mandatory trainings for staff.

· Organizes group trainings and registers employees for approved individual outside trainings.

· Tracks training history of employees, maintaining training records in employee files.

Performance Reviews

· Coordinates and schedules 90-day and annual performance evaluations, providing packets of needed documentation to each supervisor to complete evaluations.

· Ensures evaluation-driven changes to employee job descriptions result in the necessary revisions.

Other

· Assists Chief Financial Officer with managing the responsibilities of the department.

· Participates in developing department goals, objectives, and systems.

· Assists in evaluation of reports, decisions, and results of department in relation to established goals. Recommends new approaches, policies, and procedures to effect continual improvements in efficiency of department and services performed.

· Assists in creation of department’s monthly reports and monthly all-staff meeting agendas.

· Assists in the development and implementation of internal and external departmental policies and procedures.

· Makes photocopies, faxes documents and performs other clerical functions.

· Prepares correspondence as needed or as requested by CFO or other within the department.

· Participates in departmental meetings and monthly all-staff meetings and attends other meetings or trainings as required.

· Designs and runs agency’s annual United Way employee giving campaign.

· Assumes shared responsibility with other designated staff members to cover front desk and/or answer agency phones during receptionist’s scheduled lunch breaks or in the event of receptionist’s absence from work.

· Performs other related duties as required and assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

· Ability to research and analyze various types of data.

· Knowledge of intermediate mathematics.

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

· Ability and willingness to occasionally drive 12-passenger van.

· Ability to work independently and efficiently with little direction and to problem-solve in the absence of supervision.

· Ability to multitask effectively to meet deadlines and stay task-focused despite frequent interruptions while still responding to requests for assistance in a timely manner.

· Ability to consistently employ a high level of professionalism, discretion and compassion in dealing with employees.

· Ability to maintain strict confidentiality of sensitive employee or agency information.

EDUCATION AND EXPERIENCE

· Bachelor's degree from an accredited university or college preferred, or two to four years’ experience in Human Resources or other Operations or Administrative field.

· Prior knowledge of principles and practices of human resources preferred.

· Requires excellent oral and written communication skills and interpersonal skills.

· Requires computer literacy; competency in Microsoft programs Outlook, Word, and Excel preferred.

SALARY & BENEFITS

Competitive salary and benefits package includes: group health and dental insurance, 3% match to simple IRA plan, life and long term disability insurance, paid vacation and sick leave, and tuition reimbursement plan.

TO APPLY:

Qualified applicants only. Please submit resume and cover letter to Sybil Spurgeon, Human Resources Coordinator, at sspurgeon

homesforkids.org. You will only be contacted in the event an interview is desired. NO FAXES OR PHONE CALLS PLEASE.