Administrative Assistant - Human Resources
LA Family Housing
- North Hollywood, CA
- $22.95 per hour
- Permanent
- Full-time
- Provide high-level administrative support to the HR department
- Manage and coordinate schedules, appointments, and meetings for HR staff
- Handle incoming calls, emails, and inquiries, redirecting them as necessary
- Generate email, correspondence memos, collateral packets, letters, and faxes on behalf of HR as needed
- Assist with the ordering of food and/or supplies and invoice processing for Human Resources meetings, trainings and events
- Maintain accurate and up-to-date employee records
- Assist in the preparation and distribution of HR-related documents
- Manage confidential HR files and documents with a high level of discretion
- Processes all departmental invoices using NetSuite; tracks submitted invoices against department budget
- Curate and submit reports to management team when requested
- Assist in the recruitment process, including posting job openings, scheduling interviews and conference room booking and set up
- Coordinate candidate communication and assist in the onboarding process
- Train new hires on standardized process and procedures
- Proficiently use HR software and systems to input and retrieve information
- Generate reports and compile data for HR analysis and decision-making
- Assist in the planning and coordination of HR events, meetings, and training sessions
- Manage logistics, invitations, and participant communications
- Act as a liaison between HR and other departments, ensuring effective communication
- Draft and edit HR-related communications, both internal and external
- Assist in maintaining compliance with HR policies and procedures
- Support HR initiatives related to employee engagement and satisfaction
- Coordinates audit requests for subcontractors and internal stakeholders
- Manage allocated budgets and generate reports as requested
- Ability to travel for career fairs, site visits, event set-ups and maintain a flexible work schedule
- Additional tasks, projects, and responsibilities as assigned by supervisor
- Proven Experience: Previous experience in an administrative role, with exposure to HR functions.
- Organizational Skills: Strong organizational and multitasking abilities to handle various responsibilities simultaneously.
- Communication Skills: Excellent verbal and written communication skills, including customer service focus in working with all internal organizational levels and external contacts
- Confidentiality: Ability to handle confidential information with discretion.
- Technology Proficiency: Familiarity with HR software (UKG preferred), excellent Microsoft Office Suite working knowledge and experience, and other relevant tools.
- Reporting: Ability to collect and analyze data, generate reports and create presentations
- Initiative: Proactive and able to work independently with minimal supervision in a fast-paced ever-changing environment
- Team Collaboration: Comfortable working collaboratively within a team-oriented environment.
- Bilingual Skills: English/Spanish highly desired
- Strong decision-making skills and ability to maintain the highly confidential nature of human resources work
- General knowledge of various employment laws and practices preferred
- Skills in database management, budgeting and record keeping
- Must be able to successfully manage multiple priorities and projects within tight department metrics and deadlines, as well as be able to manage conflicting priorities and projects
- Should possess very strong attention to detail with pride in accuracy and quality of work
- Maintain and execute confidential information according to HIPAA standards
- Obtain and maintain CPR/First Aid Certification
- Ability to pass post offer Tuberculosis (TB) clearances
- Travel is a regular duty for this position and is required 25% of the time
- Use of a personal vehicle to travel between worksites and other locations is required
- Must have and maintain a valid California Driver’s License and auto insurance in good standing
- Ability to work a 9/80 work schedule
- High school diploma or GED preferred; additional certifications or coursework in HR are a plus.
- Proven experience in administrative roles, with at least two (2) years of experience in HR support.
- Experience working with a Human Resource Information System; Ultimate Kronos Group (UKG) highly desired.
- Previous experience with social services and/or homeless programs preferred.