Human Resources Assistant

Description

As Helping Hand continues to grow, we are excited to expand our Human Resources team with the addition of a Human Resources Assistant position! This newly created role is a great opportunity for someone who is organized, people-focused, and passionate about creating a positive team member experience.

The Human Resources assistant will play an important role in supporting onboarding, communication, engagement initiatives, HR operations, and day-to-day team member support across the agency. This role will serve as the initial point of contact for team members and help ensure HR services are organized, timely, and responsive agency-wide.

SCHEDULE AND COMPENSATION:

• On-site position, Monday-Friday, 40 hours per week.
• Typical office hours would be 9 am-5 pm.
• Salary range $24.04-$25.48/hour (hourly/non-exempt). 
• Salary based on skills and experience.
• Up to 6% annual bonus potential
• 403b retirement plan with up to a 4% company match.

HELPING HAND PERKS:

• Purpose-driven work that changes lives.
• Team member appreciation events and year-round recognition.
• Traditional medical (BCBS of IL), dental, and vision insurance.
• Employer-paid Group Life/AD&D, Short-Term, and Long-Term Disability.
• Employee Assistance Program (EAP) and wellness support.
• Generous PTO, including paid holidays, vacation, and accrued sick time.
• PSLF-qualifying employer under the Federal Public Service Loan Forgiveness Program.

WHAT YOU'LL DO:

HR Administrative Support and Team Member Communication

• Serve as a welcoming and responsive first point of contact for team members, applicants, and those contacting the HR department.
• Manage the HR department phone line and shared inbox, responding to inquiries professionally and routing requests appropriately.
• Coordinate and maintain HR calendars.
• Draft, create, and distribute agency-wide HR communications, including newsletters, reminders, announcements, etc.
• Maintain and update the Paylocity Community platform with HR announcements, event registrations, reminders, and agency updates.
• Prepare team member engagement and recognition efforts that support workplace culture and engagement.

Onboarding, Orientation, and HR Event Coordination

• Coordinate New Hire Orientation sessions through scheduling, preparing materials, sending reminders, tracking attendance, and ensuring a positive new hire experience.
• Assist with volunteer onboarding in partnership with the Advancement team.
• Organize quarterly new hire luncheons and assist with team member engagement activities/recognition initiatives.
• Support the planning and execution of HR and agency-wide events such as In-Service, Connection Committee events, benefits meetings, retirement info sessions, trainings, and Town Halls.
• Manage event registration lists, attendance tracking, meeting space coordination, vendor communication, and event logistics.

HR Reporting, Compliance, and Documentation

• Maintain organized and accurate electronic HR files, spreadsheets, tracking logs, and departmental documentation.
• Prepare recurring HR reports, including weekly position reports, survey reports, training completion reports, and quarterly departmental reports.
• Track and monitor team member licenses, certifications, compliance requirements, and annual training completion.
• Send reminders and follow-up communications regarding expiring certifications, missing documentation, and overdue training requirements.
• Complete annual DHS checks and maintain compliance-related documentation.
• Assist with HR audits, documentation reviews, and record maintenance to support compliance and operational efficiency.

HR Operations and Department Support

• Provide administrative support for HR programs, projects, and HR initiatives.
• Serve as the initial point of contact for team members requesting FMLA and distribute preliminary paperwork as directed.
• Receive and document initial non-medical workers' compensation incident reports, track claim-related information, and submit required documentation to HH's third-party workers' compensation administrator (NHRMA). Should promptly notify the Director of Human Resources of any incidents involving potential medical treatment or medical-related concerns.
• Maintain confidentiality and professionalism when handling sensitive team member information and HR documentation.
• Monitor and maintain inventory of HR swag, onboarding materials, and promotional items.
• Collaborate closely with the HR team to support initiatives, improve processes, and help create a positive and organized team member experience.
• Support additional HR projects and operational needs as assigned in a fast-paced and growing HR environment.
• Other duties as assigned.

Requirements

WHAT YOU BRING:

Education:

• High School Diploma or GED required.
• Associate or bachelor's degree in HR, Business Administration, or related field preferred.

Experience:

• 1-2 years of administrative or HR support experience preferred.
• 1-2 years of customer service required.
• Experience with Microsoft Office Suite, such as Word, Excel, Outlook, etc.
• Familiarity with HRIS systems, such as Paylocity, preferred, but not required.

Skill Sets:

• Proficient and comfortable with technology such as Microsoft Office, Teams, etc.
• Exceptional organizational, problem-solving, and time management skills.
• Ability to multitask and work in a fast-paced environment.
• Flexibility to adapt to changes throughout the day.
• Professionalism, punctuality, confidentiality, flexibility, and reliability.
• The ability to work both independently and collaboratively with the team to ensure efficient delivery of responsibilities.
• Strong interpersonal communication skills, both verbal and written.
• Strong ability to follow through with assigned tasks, along with initiative and willingness to pitch in whenever needed.
• Strong attention to detail and accuracy.
• Ability to maintain strict confidentiality and professionalism with sensitive information.
• Strong customer service mindset and the ability to assist all team members with genuine care.
• The ability to communicate information so that all will understand, through education on HR related topics and policies.
• Ability to promote and adhere to company values.
• A commitment to a diverse, inclusive, and equitable work environment.

WORK ENVIRONMENT:

• This position regularly requires sitting and working at a computer for extended periods of time in a shared office environment, including cubicle workspaces, while managing multiple tasks and communications throughout the day.
• The person in this position needs to occasionally move about to assist others, access file cabinets, office machinery, etc. 
• The ability to observe details at a close range (within a few feet of the observer). 
• Consistently position oneself to maintain files in file cabinets or assist others. 
• The ability to communicate information and ideas so that others will understand. Must be able to exchange accurate information in all situations. 
• Must possess a valid driver's license with an acceptable driving record and proof of ongoing personal motor vehicle insurance.

Helping Hand is committed to fostering a diverse and inclusive workplace. We provide equal employment opportunities to all employees and applicants without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We believe that embracing our differences strengthens our community and enhances the quality of care we provide.