Human Resources Administrative Program Assistant en Crisis Support Services of Alameda County
Crisis Support Services of Alameda County · Oakland, Estados Unidos De América · Hybrid
- Junior
- Oficina en Oakland
Position Summary
The Human Resources Administrative Program Assistant duties involve a wide range of support activities for the administrative department with a focus on human resources and ensuring the well being of our employees, interns, and volunteers. The HR Admin Assistant will be the welcoming face of the agency, working reception on Tuesdays and Thursdays. This role will support all stages of the employee lifecycle from hiring and recruitment, to employee appreciation and celebrations, to facilitating smooth employee offboarding. An important part of your role will be to act as the liaison between HR, payroll and employees, creating announcements, scheduling reminders, pointing employees to resources, ensuring smooth communication and prompt resolution of requests and questions. Ultimately, you’ll ensure our HR & Payroll department is organized and operates smoothly to attract, hire and retain talented and dedicated employees.
Salary
- This is an hourly, part time, non-exempt position.
- 20 hours a week
- The hourly rate is $31.00
Schedule and Eligibility for Remote Work
- The position is a hybrid role with an on-site requirement (at our North Oakland office)
- Tuesdays and Thursdays 9am -4pm PST.
- This position has a fixed schedule with variation including some weekends contingent on staff events throughout the year. Staff events include employee bi-annual staff parties, board and staff dinner, and fundraising events.
- Regular Weekly Schedule:
- Tuesday 9am -4pm PST
- Wednesday 9am -3pm PST
- Thursday 9am -4pm PST
Benefits
Part time employees are eligible for retirement plans and partial coverage of medical and dental insurance.
Part time employees are eligible for retirement plans and partial coverage of medical and dental insurance.
Supervision/Direction Received
This role will report directly to the Human Resources & Payroll Manager and receive 30 minutes of minutes of supervision each week.
This role will report directly to the Human Resources & Payroll Manager and receive 30 minutes of minutes of supervision each week.
Required Meetings
- Staff Meetings - 2nd Wed of each month from 9:30am-10:45am
- Staff JEDI Meetings - 4th Wed of each month 9:30-10:45am
- Admin Team Meetings - 3rd Wed of each month from 9:30am-10:45am
- HR Team Meeting - Weekly on Thursdays 11am - 11:50am
Level of Decision Making
- Recommend policies and procedures that improve, clarify, and support the agency
- Recommend budgetary needs that improve HR
Job Responsibilities
Recruitment
- Assist hiring managers to develop application materials
- Collaborate with HR & Payroll Manager to complete initial candidate HR Reviews
- Coordinate communication with candidates and schedule interviews
- Administration of applicant tracking system - Pinpoint
Onboarding
- Coordinate pre-onboarding requirements
- Scheduling onboarding day with stakeholders
- Assist with initial orientation to newly hired employees as needed
- Lead facility tour
- Print onboarding forms & make copies of IDs
- Set up user accounts as needed
- Send pre-orientation emails including all necessary onboarding materials (morning)
- Send post-orientation emails including all necessary employee resources (afternoon)
- Submit check request forms for new hire onboarding costs
Offboarding
- Coordinate with supervisors for necessary documentation in preparation for offboarding
- Coordinate return of equipment and keys
Employee Support
- Answer HR email, provide initial responses to employee requests regarding human resources benefits, pto, and handbook guidelines within 24 business hours (as working hours allow)
- Assist in payroll preparation:
- Send end of pay period and timecard reminders
- Support supervisors with questions about approving timecards
- Assist employees with our Human Resources Information System- Paylocity:
- Assist employees with time off requests, and time entry
- Assist employees with accessing or editing information in Paylocity
- Send employee work anniversary and birthday cards
- Lead employee appreciation committee alongside facilities coordinator for the planning of employee celebrations
Administrative Tasks
- Work from the front desk: receive clients, packages, and guests on Tuesdays and Thursdays
- Open and close the gate on Tuesdays and Thursdays
- Restock snacks and supplies on Tuesdays and Thursdays as needed
- Note taking during staff meetings & admin team meetings as needed
- Submission of invoices to Fiscal Officer, Payroll, and Accounts Payable (pdf and excel)
Benefits Administration
- Medical Benefits:
- Timely submission of monthly invoices to payroll and finance team - attention to detail with naming conventions and email delivery
- Support during open enrollment - employee education campaigns, enrollment reminders, participation tracking
- Answer simple employee questions about available medical benefits, and enrollment
- Retirement:
- Provide employees resources about accessing retirement accounts and employer match benefits
Filing and Record Keeping
- Maintain organized digital and physical files
- Organize employee personnel files of active and terminated employees
- Complete monthly & quarterly audits of employee personnel files
Other duties as needed
Qualifications
- Proven experience as an HR assistant, staff assistant or relevant administrative position
- Excellent computer skills (Google Suite in particular- Gmail, Drive, Calendar, Sheets)
- Familiarity with with Human Resources Information Systems (HRIS or HRMS)
- Familiarity with Applicant Tracking Systems (ATS)
- Basic knowledge of or an ability and interest to learn about CA labor laws
- Event Planning and execution
- Excellent organizational skills
- Strong verbal and written communications skills
- Excellent interpersonal skills with a desire to help people
- Ability to utilize supervision
- Ability to manage deadlines
- Ability to handle confidential information in professional manner
- Strong analytical and problem-solving skills
- Values working cooperatively with others
- Occasional availability evenings and weekends
- Ability to work independently, develop and implement strategies, and set and carry out objectives with minimal supervision
- Sensitive to the cultural and ethnic diversity of Alameda County
- Experience applying a diversity, equity, inclusion, and belonging lens to administrative work
- Interested in gaining skills needed to mediate discussions between staff at all levels
Additional Requirements
- Proof of vaccination against Covid-19 required
- Must complete Background Check (DoJ) LiveScan
Agency Mission & Values
Agency Values
We care, from the inside out. With open hearts and minds, we build connections and remain committed to growth to be the best for the people we serve.
Justice, Equity, Diversity, and Inclusion Statement
CSS works toward the elimination of the tragic experience of suicide in Alameda County and this cannot be accomplished without the elimination of racism, sexism, ableism, and other forms of oppression in our community. We acknowledge that dismantling systems of oppression requires active engagement and constant effort. In order to better serve the diverse communities of Alameda County, address the above inequities, and elevate voices and experiences of those directly impacted by suicidal thinking or behaviors.
CSS commits to:
- Encourage and support education, self-reflection, and both personal and professional development for all levels of CSS workforce and governance.
- Develop and provide services that incorporate the wisdom of the communities that CSS serves.
- Advocate for and promote policies that serve the mental health needs of diverse communities within Alameda County with the goal of creating a more robust crisis continuum that is not dependent on law enforcement and correctional facilities.
- Openly request, receive, and utilize feedback provided by community members and partner agencies to develop policies and processes.
- Continuously and critically review CSS policies, practices, and performance to demonstrate adherence to these diversity, equity, and inclusion commitments.
Crisis Support Services of Alameda County is an Equal Opportunity Employer (EOE) and committed to fostering a diverse and inclusive workplace. Qualified applicants are considered for employment without regard to age, race, color, religion, sex, national origin, sexual orientation, disability or veteran status. We value the range of life experiences our staff bring with them and are stronger for having staff and volunteers with lived experience of surviving suicidal crises.
