Job Description
The Human Resources Assistant is responsible for executing the onboarding process of new hires. This includes ensuring that new hires have completed the required pre-employment screenings, on-line trainings, onboarding documents, meeting with the new hires to collect the necessary documentation and / or entering the new hire's information into the HRIS / UKG system.
Essential Functions / Job Duties: Initiation of New Hires - Proactively reviews emails in the HR Email inbox to initiate onboarding process for new hires within 48 hours of receipt of the email from hiring supervisor.
- This includes ensuring new hire documentation includes required documentation and education along with calling the new hire to initiate their drug test, online background screenings and fingerprinting appointment.
Background Screening - Ensures that new hires have successfully completed their criminal online, DCF / level II and Broward and / or Miami Dade School Badge, if applicable.
On-Boarding / Documents - Calls new hires to schedule new hire appointment with HR, schedules appointment within four business days of being cleared.
- Keeps supervisors abreast of new hire on-boarding process by updating disposition and notes in UKG Pro / HRIS and / or via e-mail. Notes must be updated minimum of every 72 hours.
- Meets with new hires to collect pertinent documentation within three business days of receiving background-screening results in accordance with YMCA of South Florida and regulatory agency guidelines.
Data Entry / File Management - Performs data entry as follows:
- Inputs information into UKG Pro / HRIS / Payroll database.
- Updates online information (DCF Rosters, Y-Exchange / LINK with staff information), removing terminated staff on monthly basis.
- Creates file for Afterschool program sites.
- Personnel file custodian.
- Steps in as liaison for annual audits.
- Works with HR File Clerk to ensures that HR personnel files are created in compliance with funding sources and regulatory agencies.
All HR positions - Assists with the day-to-day operations of the HR office including serving as back up to other Human Resources positions, as needed.
- Ensures compliance with all YMCA of South Florida policies and regulatory agency guidelines.
- Steps in to problem solve when new hires are experiencing difficulties in their duties / process.
- Makes recommendations related to the new hire process to VP of Human Resources and Human Resources Director.
- Maintains knowledge of trends, best practices, regulatory changes, new technologies in human resources and employment law.
- During peak, hiring seasons (April through August) must be willing to work flexible hours including evenings, weekends, and holidays.
Position Profile: - Innate desire to provide excellent customer service.
- Innate attention to detail.
- Emotionally mature, able to initiate, conduct and navigate difficult conversations with individuals at all levels.
- Analytical, organized, driven by attaining results.
Qualifications, Skills and Abilities / Position Requirements :
- Associates degree and / or minimum of 1-2 years of Human Resources experience.
- Must be detailed oriented, self-motivated with excellent follow through.
- Excellent customer service skills.
- Excellent communications skills, both written and verbal.
- Emotionally mature, able to initiate, conduct and navigate difficult conversations with individuals at all levels.
- Must have high level of confidentiality, able to handle sensitive and confidential situations and documentation.
- Proficient in Microsoft Office products (Word, Excel and Power Point).
- Problem-solving and self-initiative skills are a must with the ability to work with minimum supervision.
- Able to work independently and also in a team environment.
- Excellent interpersonal skills; ability to relate to individuals at all levels.
- Must have time management skills and ability to prioritize.
- Excellent analytical skills.
- Knowledge of HRIS systems such as UKG, a plus.
- Bi-lingual (English & Spanish), preferred.
As a condition of employment and a Drug-Free Workplace you will be required to submit to and satisfactorily clear a thorough Level II fingerprinting background screening and drug test. Failure to complete the drug test will automatically disqualify you from employment. Please note Medical Marijuana cards do not exempt you from successfully passing your drug test. The YMCA of South Florida is committed to the policy of Equal Opportunity prohibiting discrimination in the workplace because of race, color, religion, national origin, sexual orientation, political affiliation, age or disability.
Job Tags
Holiday work, Flexible hours, Afternoon shift,