
Human Resources Administrative Program Assistant na Crisis Support Services of Alameda County
Crisis Support Services of Alameda County · Oakland, Estados Unidos Da América · Hybrid
- Junior
- Escritório em Oakland
- This is an hourly, part time, non-exempt position.
- 20 hours a week
- The hourly rate is $31.00
- 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
Part time employees are eligible for retirement plans and partial coverage of medical and dental insurance.
This role will report directly to the Human Resources & Payroll Manager and receive 30 minutes of minutes of supervision each week.
- 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
- Recommend policies and procedures that improve, clarify, and support the agency
- Recommend budgetary needs that improve HR
Job Responsibilities
- 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
- 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
- Coordinate with supervisors for necessary documentation in preparation for offboarding
- Coordinate return of equipment and keys
- 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
- 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)
- 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
- Maintain organized digital and physical files
- Organize employee personnel files of active and terminated employees
- Complete monthly & quarterly audits of employee personnel files
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
- Proof of vaccination against Covid-19 required
- Must complete Background Check (DoJ) LiveScan
Agency Mission & Values
Justice, Equity, Diversity, and Inclusion Statement
- 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.