Position Title: Human Resources Assistant Department: Human Resources Title of Manager: Director, HR Business Partner Supervises: Non-supervisory position Exemptionn Status: Non-Exempt Requsition #: 24383 Pay and Benefits: Estimated hiring range $46,540 - $56,880 /year, 5% bonus target, full benefits. www.careoregon.org/about-us/careers/benefits Posting Notes: Posting Notes: This is a in person role that will require you to be at the downtown Portland office 5 days a week. This is a contingent role that will last approximately 9 months. Job Summary This position is responsible for providing administrative and operational support for the Human Resources Department. Primary areas of responsibility include administrative assistance, file maintenance, customer service, and systems support. Essential Responsibilities Administrative Assistance
Perform administrative work for the department, applying judgment and discretion; take initiative in creating documents, generating correspondence, and tracking information. .
Locate, assemble, edit and summarize material, information and data.
Make photocopies, fax documents, and coordinate department mail.
Schedule and arrange meetings and conference calls; coordinate room set-up and catering, distribute materials, and take minutes as needed.
Coordinate the use of the HR Interview Room in the orgainzation’s central office.
Serve as the organization’s point of contact for vending machines in the organization’s central office; liaise between vendor and employees to address any concerns, issue quick pay cards and assist employees with set up or troubleshooting problems with their cards.
Coordinate travel and training needs of department staff as requested.
Provide back-up administrative support to other Human Resources assistants (e.g., benefits, recruitment and compensation) as needed.
File Maintenance
Create and maintain internal electronic and hard copy files; ensure files are well organized and have complete, accurate and current information
Coordinate the archival of personnel records based on the records retention schedule.
Collaborate with the Vice President of Human Resources to draft a response to requests for personnel records and compile requested records for distribution.
Customer Service
Respond to or coordinate response to email, phone call, and visitor questions; areas of coordination include functional areas such recruitment, benefits, compensation, learning, and payroll.
Establish and maintain cooperative and productive working relationships with internal and external customers.
Act as liaison for the VP, HR with internal and external customers when they are unavailable.
System and Reporting Support
Act as Administrator for HR’s intranet sites and the HR Information System (HRIS), helping to ensure the content is accurate and current.
Administer online Exit and 90-day New Hire Surveys; compile results quarterly or as requested.
Run work anniversary reports and send to managers on a regular cadence.
Reset employee passwords for the HRIS, Talent Acquisition, and other applications as needed.
Serve as a back up for the organiztion’s learning system, including support access for passwords, classes, technology, transcripts, checkins, and managing waitlists; assure participants receive materials, links and other resources for courses prior to classes.
Distribute and summarize learning course evaluations of core classes.
Organizational Responsibiliites
Perform work in alignment with the organization’s mission, vision, and values.
Support the organization’s commitment to equity, diversity, and inclusion by fostering a culture of open mindedness, cultural awareness, compassion, and respect for all individuals.
Strive to meet annual business goals in support the organization’s strategic goals.
Adhere to the organization’s policies, procedures, and other relevant compliance needs.
Perform other duties as needed.
Knowledge, Skills and Abilities Required
Ability to use good judgment, initiative and discretion to perform routine to moderately complex administrative work with particular attention to detail
Ability to demonstrate and use critical thinking skills
Basic understanding of or an ability to learn employment laws relevant to the position
Ability to retain and maintain accurate confidential files
Excellent organizational skills and the ability to prioritize and perform multiple tasks
Skill in s tandard software to produce documents, charts, spreadsheets, graphs, and work in databases
Ability to become proficient in HR applications/systems used by the organization
Ability to proo materials and correspondences to correct errors
Excellent listening, oral and written communication skills; ability to provide clear and helpful information and instructions
Excellent customer service skills
Ability to work in an environment with diverse individuals and groups
Ability to support and comply with organizational policies, procedures and guidelines
Physical Skills and Abilities
Lifting/Carrying up to 10 Pounds
Pushing/Pulling up to 10 Pounds
Pinching/Retrieving Small Objects
Crouching/Crawling
Reaching
Climbing Stairs
Repetitive Finger/Wrist/Elbow/
Shoulder/Neck Movement
1-3 hours/day
1-3 hours/day
3-6 hours/day
0 hours/day
1-3 hours/day
0 hours/day
More than 6 hours/day
Standing
Walking
Sitting
Bending
Seeing
Reading
Hearing
Speaking Clearly
0 hours/day
0 hours/day
0 hours/day
1-3 hours/day
More than 6 hours/day
More than 6 hours/day
3-6 hours/day
3-6 hours/day
Cognitive and Other Skills and Abilities
Ability to focus on and comprehend information, learn new skills and abilities, assess a situation and seek or determine appropriate resolution, accept managerial direction and feedback, and tolerate and manage stress.
Education and/or Experience
Minimum 2 years’ administrative, legal, or related support experience, including minimum 1 year experience in Human Resources.
Working Conditions
Environment: This position’s primary responsibilities typically take place in the following environment(s) (check all that apply on a regular basis):
☒ Inside/office ☐ Clinics/health facilities ☐ Member homes
☐ Other
Travel: This position may include occasional required or optional travel outside of the workplace, in which the employee’s personal vehicle, local transit, or other means of transportation may be used.
Equipment: General office equipment
Hazards: n/a
Candidates of color are strongly encouraged to apply. CareOregon is committed to building a linguistically and culturally diverse and inclusive work environment.
Veterans are strongly encouraged to apply.
We are an equal opportunity employer. CareOregon considers all candidates regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or veteran status.
Visa sponsorship is not available at this time.