Human Resources Administrative Assistant
Lanakila Pacific is a family of programs and services designed to help seniors and people with cognitive, social, and physical disabilities build independence and improve their quality of life. The Human Resources Department’s mission is to support the goals and challenges of Lanakila Pacific to recruit and retain a diverse workforce and provide quality services and benefits, to promote a safe and healthful work environment characterized by fair treatment, open communications, personal accountability, trust and mutual respect, and to seek and provide solutions to workplace issues.
POSITION OVERVIEW:
The Administrative Assistant I perform administrative functions for the Human Resources Department and other support duties assigned by the Director of Human Resources. The Administrative Assistant I support the mission, vision, and values of the organization, and upholds and enforces the guidelines and policies of the organization, demonstrates Lanakila Pacific’s values of teamwork, excellence, achievement, motivation and Lanakila in all personal interactions with others and exemplifies Lanakila’s STAR service standards.
ESSENTIAL DUTIES & RESPONSIBILITIES:
Position Specific Duties:
Provides administrative assistance to HR Manager:
o Inputs and maintains all new hire and current employee personal information in payroll system and HR Document Library file system.
o Assists in inputting personnel changes in payroll system.
o Files paperwork and organizes all personnel files.
o Performs verification of employment checks.
o Performs background and reference checks.
o Performs background checks for LMOW volunteers.
o Tracks and maintains beneficiary forms.
o Inputs training/skills documentation in -payroll system and Lanakila Pacific Training Documentation in Mauka homepage.
o Prepares Welcome Packets and ensures all new hires are set up with ID badge and Time and Attendance information for clocking in and out in -payroll system.
o Handles inquiries received in person, by phone, voicemail, and fax.
o Coordinates and sets up logistics for monthly new hire orientation meetings and prepares New Hire Orientation materials.
o Performs semi-annual drivers abstract background check and maintains traffic abstract as part of the Motor Vehicle Guidelines.
o Prepares DBIDS applications annually and as needed
o Assists in preparation of HR invoices monthly.
o Assists in preparation of Personnel Action Forms.
o Assists with annual open enrollment period.
o Communicates with employees to share procedures and direction from the HR department.
Other Duties:
· Follow all safety procedures and practices, and that safeguards and proper safety gear, such as gloves, are used when appropriate.
· Follows established work rules, standards of conduct, policies, procedures, and practices.
· Performs other related business duties as assigned.
· Completes training as mandated by organizational policy.
· Demonstrates the ability to work with confidential information and comply with established policies, procedures, and practices.
WORKING CONDITIONS/HOURS:
· Scheduled to work 5 days a week. Monday to Friday, normal business hours 7:30 am – 4:30 pm. May be required to work outside of normal business hours including weekends and holidays to meet operational needs and contract requirements.
· Indoor, office setting, outdoors; may need to do deliveries, travel to other program sites, meeting sites, etc., as required.
EQUIPMENT USE:
· Advanced proficiency in MS Word, Excel, Outlook, Database, or comparable programs.
· Other standard office equipment, i.e., copier, fax.
MENTAL DEMANDS:
· Ability to work in a fast-paced environment.
· Ability to deal with difficult people or situations.
· Ability to plan and organize tasks and possess sufficient flexibility to respond to changing situations; requires ability to continuously repeat instructions and remain calm.
· Use considerable initiative and exercise good judgment.
· Ability to multi-task and work under minimal supervision.
· Ability to work under tight deadlines and pressure.
· Ability to work with a diverse group of people and at times underin difficult situations.
· Ability to maintain cooperative and productive working relationships.
PHYSICAL DEMANDS:
Frequently = F Occasionally = O Seldom = S Rarely = R
O Standing
O Lifting/Carrying below 25 lbs.
O Walking
R Lifting/Carrying 26 – 50 lbs.
F Sitting
R Lifting/Carrying above 50 lbs.
R Climbing (ascending/descending ladders, stairs)
F Seeing (able to clearly see 20 feet or more)
R Balancing
F Color Vision
R Stooping, kneeling, crouching, and/or squatting
R Night Vision (work at night with use of lighting)
F Handling/Push/Pull (work with hands, arms, fingers)
F Talking
R Feeling (perceiving attributes i.e., size, shape, temperature, texture)
F Hearing
R Tasting
R Travel
MINIMUM QUALIFICATIONS:
Required:
· Education: High School or GED or equivalent
· Work Experience: 2 years clerical, administrative support, or experience in Human Resource.
· Clearances/Certification: 1) TB clearance; 2) Criminal Background Check, 3) Pre-employment drug testing, 4) Child Protective Service/Adult Protective Service check, 5) Military base access (obtained on the job).
· Valid driver’s license and clean driver’s abstract (level 2 driver)
Preferred:
· Education: Associate or bachelor's degree in business administration
· Experience: 3 years in Human Resources
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