HR Admin Assistant at Encore Community Services

Description

Job Title: HR Administrative Assistant

Supervisor: Senior Director of Human Resources/ Secretary to the Board

Job Status: Part-Time, Non-Exempt

Job Hours: 25-29 hours per week

Location: Midtown Manhattan, On-Site

Compensation: $23-$25 per hour

About Encore: Known widely as Broadways longest running act of loving care, Encore’s mission is to improve the quality of life for older New Yorkers so they are not just surviving, but thriving. Through a robust array of programming, Encore takes a “no wrong door approach” to ensure Seniors are able to age in place comfortably for as long as possible. Encore is recognized as one of the most respected and trusted nonprofit organizations providing services for older New Yorkers in New York’s City. Encore is on the cutting edge in the human service field and is a staunch advocate not only for older New Yorkers, but also for the essential human service employees who serve as the City’s safety net. Do not miss this chance to work for a mission-oriented organization, which centers employees as its number one resource.

Position Summary: The HR Administrative Assistant provides high-level administrative and operational support to the Senior Director of Human Resources / Secretary to the Board and the Executive Director. This role is responsible for coordinating day-to-day HR and executive tasks, supporting internal communications, and ensuring smooth documentation, scheduling, and organizational flow. The position requires excellent organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced, mission-driven environment.

Benefits: This position is a part-time position with benefits that include paid time off (vacation, sick days and earned floating holidays) flexible spending account, dependent care, and transit benefits.

Requirements

• Manage calendars, schedule meetings, and coordinate travel arrangements for the Executive Team and the Board;
• Prepare correspondence, reports, meeting agendas, and presentation materials.
• Maintenance of all employee files, both paper and electronic, related to events, such as hiring, terminations, leaves, transfers, or promotions in files as well as similar records using the utmost confidentiality;
• Maintain additional files and documents related to executive and HR functions;
• Assist with HR-related compliance such as maintaining equal employment opportunity records and personnel audits;
• Support logistics and materials preparation for leadership meetings, board meetings, and HR initiatives;
• Assist in onboarding and offboarding processes, including scheduling orientations, preparing new hire paperwork, scheduling exit interviews and conducting follow-ups.
• Process background and reference checks and process hiring-related paperwork for all New Hires;
• Maintain and update employee records and personnel files, ensuring compliance with legal and organizational standards.
• Track staff certifications, training completions, and policy acknowledgments;
• Assist with HR compliance documentation, including I-9s, background checks, and required postings;
• Track and maintain logs related to employee leaves, benefits enrollments, and performance reviews;
• Assist with benefits enrollments, qualifying events and terminations, monthly check processing for medical, dental, FSA, Dependent Care, Transit and 403B management;
• Prepare and maintenance of orientation packets for new hires, trainings and other supporting materials;
• Support organizational surveys, evaluations, and data collection efforts;
• Other HR-related duties as assigned.

Qualifications:

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred;
• 2–3 years of administrative or HR support experience, preferably in a nonprofit setting;
• Demonstrated ability to handle confidential and sensitive information with discretion;
• Strong written, verbal, and interpersonal communication skills;
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook); experience with HRIS systems (e.g., Paylocity) is a plus;
• Strong organizational and time-management skills;
• Bilingual (English/Spanish) preferred;
• Must have Administrative efficiency and attention to detail;
• Demonstrated discretion and professionalism;
• Strong calendar and task management;
• Ability to Adapt in a high paced work environment;
• Respect for high level confidentiality and organizational values