Human Resources Assistant

Aviva Family and Children's Services (Hamburger Home); Los Angeles (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Aviva Family and Children’s Services in Los Angeles, CA seeks a Human Resources Assistant to provide administrative support to the HR team. You will maintain employee files, coordinate new hire clearances, manage HRIS/Relias databases, and produce reports for leadership.

The role requires organization, discretion with confidential information, and strong MS Office skills. Experience with Paycom or similar HRIS is preferred; bilingual Spanish is a plus.

Qualifications

• AA in HR or related field with 2-3 years HR experience
• BA/BS in HR or related field with 1 year HR experience
• Must maintain confidentiality and handle sensitive information

Responsibilities

• Maintain employee personnel files and ensure audit readiness
• Track expiration/due dates for documents and notify employees
• Assist in onboarding, orientations, and new hire packet preparation
• Manage HRIS and Relias databases and compile reports
• Provide support for training records and performance evaluations
• Answer phones, process mail, and perform clerical tasks for HR
• Assist with agency events and keep organizational chart up to date
• Support verification requests and benefit onboarding as needed

Skills

Organizational skills

Communication skills

Time management

Paycom / HRIS

MS Office

Bilingual Spanish

Education

A.A. in Human Resources

BA/BS in HR or related field

Tools

Paycom

Job description

Aviva Family and Children’s Services Mission StatementCreating, safe, supportive spaces where children, youth and families can heal, build resilience, and experience belonging.Job SummaryUnder the direction of the Director of Human Resources, the Human Resources Assistant provides administrative support to the Human Resources Department. Key responsibilities include maintaining employee personnel files, coordinating and tracking new hire clearances, and ensuring training records are accurately maintained and stored. The HR Assistant is also responsible for maintaining the HRIS and Relias databases, compiling reports, and providing information to support the Director of HR, and Vice President of Human Resources.Essential FunctionsEnsure employee files are audit ready at all times and maintained in an organized manner.Track expiration/due dates for the following documents. Notify employees of impending expiration date.TB clearanceBBS licenseDriver’s licenseCar InsuranceAssist in recruiting new employeesCoordinate and track new hire clearancesAssemble new hire documentationEnter new employees’ information in HRISDisseminate information to Accounting departmentServe as a back-up in creating employee badgesObtain references for applicantsSupport the onboarding process by preparing new hire packets, conducting orientations, and ensuring completion of required documentation.Provide lunch break coverage for the Franklin receptionist.Maintain current agency organizational chartRespond to all employment verification and student transcript requestsProcess PAF(Personnel Action Forms) in HRISResponsible for processing all requests for business cardsTrack due dates of Performance EvaluationsProvide monthly check of sanctions as per DMH policyProcess all interns and contractors and maintain updated files for themAttend Human Resources Committee meetings and take minutesProvide administrative support to Human Resources DepartmentAnswer phoneFax, mail, photocopy, scan and email documents when requiredDistribute incoming mail/faxes to appropriate person or departmentPlace orders for office supplies when neededCompile and prepare reports related to auditsExplain agency policies and procedures to employeesTrack all internal and external training in the Relias Learning Management System (RLMS) databaseAssist in the planning of the annual Employee Recognition party and employee eventsCross trained in pertinent duties of the HR Director as neededSensitive and responsive to the cultural differences among the agency’s client populationWorks to promote and support justice, equity, diversity, and inclusion at all levels in the organizationWorks to promote a trauma-informed work environmentActively participate in quality improvement projectsThe Human Resources Assistant will take on special projects or additional duties as assigned by the Director of Human Resources and/or Vice President of Human ResourcesCompetency Requirements- Ability to speak, read, write and understand English- Strong organizational, communication, and time management skills- Ability to handle confidential information with discretion- Ability to work effectively with diverse groups of employees- Ability to use logic and reason to solve problems- Must have excellent oral and written communication skills- Must have working knowledge of Paycom or similar HRIS- Advanced MS Office Skills (Excel, Word, and PowerPoint) required- Knowledge of basic Human Resources principles and procedures and information systems- Bilingual (Spanish) preferredEducation and Experience-A.A. degree in Human Resources, Business or related field and 2-3 years’ experience working in a Human Resources department OR-BA/BS in Human Resources, Business or related field and 1 year experience working in a Human Resources departmentCertifications/Licenses-Valid CA driver’s licenseAdditional Requirements-Tuberculosis clearance-Department of Justice/Fingerprint clearance-Satisfactory completion of health screening-Proof of legal eligibility to work in the United StatesPhysical DemandsWhile performing the duties of a Human Resources Assistant, the employee is frequently required to sit and use their fingers to manipulate a keyboard or writing instrument. The employee is occasionally required to walk, stand, bend and lift objects up to 20 pounds.Travel RequirementsThe Human Resources Assistant may be required to travel to various agency sites to assist with onboarding and benefits administration; and attend recruiting events in support of talent acquisition.Work EnvironmentThe work environment is indoors. The noise level varies from quiet to moderate.This Job Description has been developed to identify some of the duties and responsibilities of this position. It is not intended to limit or encompass all duties and responsibilities of the position.