Client Services & Human Resources Assistant

Coordinated Care Services, Inc.; Rochester; On-site; USD 41,000 - 46,000; Full time

Job summary

An established industry player is seeking a dedicated Client Services & Human Resources Assistant to join their dynamic team. This role is pivotal in providing administrative support throughout the employee life cycle, from recruitment to payroll management. You will be the welcoming face for clients at the Child Advocacy Center, ensuring a supportive and confidential environment. The ideal candidate will possess excellent communication skills, a strong sense of integrity, and the ability to handle multiple tasks efficiently. If you are passionate about making a difference and thrive in a fast-paced setting, this opportunity is perfect for you.

Qualifications

• Associate's degree preferred with 2+ years in administrative roles.
• Strong communication, integrity, and customer service skills required.

Responsibilities

• Provide administrative support for HR functions including recruitment and payroll.
• Serve as the reception point for clients and visitors, ensuring a welcoming environment.

Skills

Verbal and written communication skills

Interpersonal and customer service skills

Integrity and confidentiality

Filing and record keeping

Time management skills

Multi-tasking

Human resource principles

Proficient with Microsoft Office Suite

Education

Associate’s degree in business or human resources

Tools

Paylocity or similar payroll system

Microsoft Office Suite

Job description

Organization: The Child Advocacy Center of Greater Rochester

Posting Start: 2025-04-14

Job Title: Client Services & Human Resources Assistant

Posting End: 2025-05-31

A Brief Job Description:

POSITION TITLE:Client Services & Human Resources Assistant

SALARY RANGE:$41,600.00 - $45,760.00 annually ($20.00 - $22.00 hourly)

REPORTS TO:Human Resources Director & Client Services Manager

FLSA STATUS:Full-time, Non-Exempt

GENERAL DESCRIPTION:

The Client Services & Human Resources Assistant (CS & HR Assistant) will be responsible for providing administrative support for the employee life cycle, including recruitment, payroll & benefits, evaluations, leave administration, engagement, training, and compliance, as well as providing a welcoming atmosphere for any and all individuals contacting or entering The Child Advocacy Center of Greater Rochester (The CAC).

The CS & HR Assistant will assist with employee engagement and retention plans and has a clear understanding of the comprehensive services that are provided to the children and families coming to The CAC. Due to the nature of the work at The CAC and in its Human Resources department, the HR & CS Assistant must demonstrate a high level of integrity, respect, and confidentiality.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Human Resources Support

Recruitment:

• Work with hiring managers to update job descriptions and confirm salary ranges
• Post positions on internal and external sites and monitor postings
• Coordinate phone interviews and help with scheduling hiring manager interviews
• Track status of candidates and respond with follow-up letters and/or offer letters
• Submit and track pending employee background checks

Employee Records:

• Coordinate onboarding process for new employees
• Assist with compliance issue identification and resolution
• Assure that the payroll system is kept up to date
• Process termination paperwork
• Track performance reviews, anniversary gifts, referral bonuses
• Maintain phone directory and org chart

Payroll & Benefits:

• Work with benefit broker to monitor enrollments and changes
• Assist with open enrollment for employee benefits
• Assist with leave of absence administration
• Benefit bill reconciliation and payment requests
• Backup for bi-weekly payroll processing and reporting

Other HR Duties:

• Perform customer service functions by answering employee requests and questions
• Assist in conflict resolution, as appropriate
• Coordinate and/or facilitate employee training
• Perform clerical tasks as needed to support the HR function
• Assist or prepare correspondence as requested
• Regularly attend staff meetings and participate in agency events, as appropriate
• Other duties, as assigned

Client Services Support

Reception:

• Serve as a reception point-person for all individuals entering the building. Assist staff, Team, Board, and Committee members when they are in the building
• Answer all main-line telephone calls and triage them to the appropriate person or partner agency
• Greet all visitors in a trauma-focused, customer friendly manner while maintaining building safety procedures using the security access systems, as well as a high level of integrity and confidentiality
• Welcome clients and introduce appropriate check-in procedures as appropriate
• Offer and demonstrate care and comfort to clients, as needed
• Assist with training, scheduling, and supervising new front desk volunteers

Other Client Services Duties:

• Receive, sort, date, and distribute all incoming mail and faxes
• Confirm and prepare for committee meetings and trainings, as needed, including: room/food set-up, ordering lunch, and preparing supplies
• Help with mailings and event tasks for the Development Department, when time permits
• Process checks as they are received and send monthly report to Finance

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to demonstrate proficiency in meeting competencies required for position; able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed below are representative of the knowledge, skill and/or ability required.

EDUCATION AND EXPERIENCE:

• Associate’s degree in business, human resources, or related field preferred
• At least two years of experience in an administrative assistant, receptionist, or similar office clerical role, including record keeping and data management
• Prior experience working with the public and supporting a Human Resources department is highly preferred

SKILLS, KNOWLEDGE, AND ABILITIES:

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Exceptionally high level of integrity, confidentiality, and dependability
• Ability to respond quickly, calmly and compassionately to address any escalating client or employee issues, requesting assistance from other staff as needed
• Filing, record keeping, invoicing and inventory control skills
• High level of accuracy and organization skills
• Ability to multi-task within a busy environment
• Working understanding of human resource principles, compliance, practices and procedures
• Excellent time management skills with a proven ability to meet deadlines
• Ability to function well in a high-paced and at times stressful environment
• Proficient with Microsoft Office Suite or related software
• Previous experience with Paylocity or similar payroll system preferred
• Willing to participate in a trauma-informed training to become knowledgeable and comfortable with the population served at The CAC and its staff
• Respect for diversity and a commitment to providing culturally competent and inclusive services

PHYSICAL REQUIREMENTS:

• Ability to communicate in English, both verbally and in written form.
• Ability to work on a computer for extended periods of time.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. The requirements listed in this document are the minimum levels of knowledge, skills or abilities.

Contact Information:

Shannon Bigongiari, MBA, SHRM-SCP | Director of Human Resources & Administration | She/Her | Email: [e-mail] | Direct: 585-935-7828 | Fax: [phone]