Human Resources Administrative Assistant

Community Bridges envisions a thriving community where every person has the opportunity to unleash their full potential. Our family of ten programs delivers essential services, provides equitable access to resources, and advocates for health and dignity across every stage of life.

POSITION DESCRIPTION:
Under supervision by the HR director, the HR administrative assistant performs a variety of independent office support functions in a large office setting. The incumbent supports program and management staff, provides administrative assistance to the HR department, and performs other related work as required.

DUTIES & RESPONSIBILITIES:

Human Resources and Agency Administrative Support:
- Acts as receptionist—greets and directs visitors, answers, screens, and directs phone calls, sorts and distributes incoming and outgoing mail, and assists other staff members with office-related tasks.
- Arrives on time each morning to open the agency site, including all HR-responsible entrees, and closes the site at the end of the day.
- Maintains the cleanliness and organization of the front office, workroom, and agency conference rooms. Maintains stock of all office supplies and other relevant materials and orders new supplies when necessary.
- Uses and maintains a variety of standard office equipment, including a postage meter, copy machine, VOIP phone system, typewriter, and calculator.
- Manages assignment and tracking of regular, agency-wide training, such as harassment prevention training.
- Regularly updates the organizational directory and distributes to all sites.
- Arranges and schedules meetings as directed for various members of the agency, including the Board of Directors and outside organizations. Moderates the scheduling of agency conference rooms on the Outlook calendar.
- Distributes payroll checks.
- Maintains a variety of records accurately, which may require making simple arithmetic calculations. Files materials according to an established filing system; retrieves files and creates new files as required.
- Assists in the preparation of a variety of periodic and special reports. Types correspondence, forms, schedules, minutes and a variety of other materials from rough drafts or brief notes.
- Completes income verifications, employment verifications, housing authority & disability claims, as needed, and other related requests in a timely manner.
- Assists and supports other HR staff in matters relating to the agency health care insurance policies or any other HR function as needed.
- Assists the Contracts & Facilities Coordinator with the coordination of facilities maintenance.
- Assists with oral and written translations for the agency, as needed.

Recruitment and Onboarding/Offboarding:
- Assists in the agency recruitment process for all programs. Advertises job postings, prepares interview materials, schedules interviews, corresponds with applicants, conducts criminal background checks, and maintains accurate and confidential records related to each recruitment.
- Assists with new-hire orientations and paperwork.

Professional Conduct:
- Upholds and follows established policies on confidentiality, program integrity, computer security, and conflict of interest.
- Develops and maintains effective working relationships with agency staff and outside organizations.
- Communicates effectively and respectfully with people from diverse backgrounds. Required to keep information in the HR department as highly confidential.

OTHER JOB DETAILS:
- This is a FLSA, confidential, non-exempt position.
- This position is eligible for $.40/$.10 per hour bilingual/biliterate differential after passing a test administered by the HR department.
- Typical hours of work will be Monday-Friday, between 9am and 5pm.
- Regular onsite attendance is required of this position.

QUALIFICATIONS:
Required:
- Combination of education and experience sufficient to perform the duties of the job (bachelor's degree with some experience, associate's degree with related admin experience, or HS diploma with 3-5 years of related admin experience)
- Experience using standard computer programs such as Microsoft Word and Excel, Google suite, etc.
- Cultural competency and ability to communicate clearly in English, orally and in writing
- Ability to independently organize and manage work to complete assignments accurately and on deadline
- Ability to provide excellent customer service
- Interpersonal skills to work collaboratively with people from diverse backgrounds
- Ability to analyze information, draw conclusions, and recommend solutions
- Bilingual English/Spanish

Preferred:
- Knowledge of standard office practices and procedures
- Experience in human resources
- Bi-literate English/Spanish

OTHER REQUIREMENTS:
- Must be able to work at a computer for full workdays; some routine lifting and reaching requirements.
- Must have a valid CA Driver's License, access to a motor vehicle, and be insured.
- Must pass a criminal background check and maintain a clean record.