Human Resources Assistant
The Human Resources Assistant provides support to the human resources department on all matters regarding personnel, training, development, payroll, and benefits for employees. He/she will also oversee HOPE Clinic’s volunteer program. This position is responsible for coordinating all aspects of the clinic’s recruitment and on boarding activities for employees and volunteers. These functions are performed in accordance with the Mission, Vision, and Values of HOPE Clinic. MAJOR DUTIES & RESPONSIBILITIES: • Participate and assist department managers in recruitment efforts through online postings, job fairs, and community partnerships; • Responsible for the initial steps to the recruitment process and ensure hiring managers follow the proper guidelines to recruit; • Update job vacancies on company website and other recruiting platforms; • Maintain job descriptions for all positions within company; • Receive, pre-screen if time permits, and distribute resumes/applications to appropriate hiring managers; • Assist with staffing sessions and new hire orientation/onboarding; • Ensure background and reference checks are completed; • Orient new employees to the organization and set up designated log-in, workstation, email address, etc.; • Prepare and maintain new employees files with appropriate documentation; • Ensure proper orientation/onboarding, general training and de-briefing procedures for all staff; 2 Updated 3/12/2021 • Assist with new employee inquiries or direct them to appropriate personnel for resolution; • Maintain employee personnel files and related documentation in accordance of federal and state laws and regulations, and update personnel actions and pertinent information as needed; • Provide advice to management, supervisory personnel, and employees on the interpretation and application of human resources policies and procedures, disciplinary matters and other staff management issues; • Update and enforce volunteer policies and procedures to ensure compliance with federal, state, and local laws and regulations; • Collaborate with department supervisors to identify opportunities for volunteer involvement; • Maintain volunteer position descriptions and post vacant openings on company website; • Recruit volunteers through online postings, volunteer fairs, and community partnerships; • Complete background checks for volunteer candidates; • Execute volunteer applicant screenings and initial interview to facilitate appropriate placements; • Complete volunteer orientation, general training, and on-boarding for volunteers, including securing space, equipment, and account log-ins; • Maintain volunteer personnel files and related documentation, in accordance with federal and state laws and regulations; • Track volunteer hours and other performance measures; • Conduct volunteer appreciation activities; • Provide training and advice to management on application of volunteer policies and procedures and other volunteer supervision issues with the guidance of senior HR personnel and/or HR consultants; • Manage full cycle externship program and general program requirements for compliance; • Perform routine administrative duties as assigned, including preparing reports, distributing mail, filing, typing, copying, faxing, preparation of catering, preparation of company-sponsored events, and assisting the other members of the Human Resources staff with special projects or as needed; • Attend on-site/off-site community engagement activities and on-site/off-site clinic events as needed; • Perform other duties as assigned to support HOPE Clinic’s Mission, Vision, and Values. QUALIFICATION REQUIREMENTS: • Proficiency with computer skills, including Word and Excel in a Microsoft Office; • Excellent verbal and written communication, analytical and problem-solving skills; • Attention to detail and a good math aptitude are required; • General knowledge of various employment laws and practices; • Experience in administration of benefits and other HR programs preferred; • Excellent interpersonal skills and team player with ability to interact and communicate with all levels of personnel including senior management in a professional manner; • Skills in database management and record keeping; • Able to exhibit a high level of confidentiality and build and maintain long term relationships; • Excellent organizational and time management skills; • Must have excellent work ethics and be able to work independently with minimal supervision; • Must have good transportation and a valid Texas Driver’s license. • Must be fully vaccinated against COVID-19 with the recommended dosages. 3 Updated 3/12/2021 TRAVEL REQUIREMENTS: • Ability to travel to satellite sites and/or off-site locations for events or training as needed; • Proof of liability and property damage insurance on vehicle used is required. EDUCATION and/or EXPERIENCE: Working towards a bachelor’s degree with major course work in HR, business, psychology or related field; Bachelor’s Degree in Business Administration or related field preferred; minimum 1 year of administrative or HR experience and non-profit experience preferred. LANGUAGE SKILLS: Ability to read, analyze, and interpret general health and social services guidelines, technical procedures or governmental regulations. Ability to write reports, health correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups or patients, center staff, and the general public. MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instruction furnished in written, oral, diagram, or schedule form. OTHER SKILLS and ABILITIES: • Bilingual (Vietnamese, Chinese, Arabic and/or Spanish with English) is preferred; • Able to adhere to clinic’s attendance, punctuality, and meal and rest break requirements; • Able to maintain concentration and focus in order to meet performance goals; • Able to learn quickly and react positively to an ongoing, changing environment; • Demonstrate the ability to handle pressure when attempting to meet deadlines and performance goals; LEADERSHIP RESPONSIBILITIES: No supervisory or direct people management responsibilities. May provide occasional work guidance, technical advice, and training staff. WORK COMPLEXITY/INDEPENDENT JUDGEMENT: Work tasks are often straightforward, routine, structured and guided by established policies and procedures. Little, if any, independent judgment is required, outside of making basic choice in the selection and application of established methods. The position may receive frequent, ongoing supervision. PROBLEM SOLVING: 4 Updated 3/12/2021 Decisions are made on routine matters affecting few individuals and usually within the confines of the job's own department. Specific job activities and results are typically reviewed closely. There are limited requirements for developing new ideas or changes in methods, procedures or services but is not discouraged. COMMUNICATION/INTERACTIONS: Information sharing - gives and receives information such as options, technical direction, instructions and reporting results. Interactions are mostly with own supervisor and coworkers in own and other departments. IMPACT OF DECISIONS: Must follow rules, policies, and procedures. Decisions can have minimal or no impact to HOPE Clinic. Errors can be readily detected, usually by the employee, and, if made, would result in minor expense for correction. PATIENT RELATIONSHIPS: Will have very limited contact with patient if any, but will forward all difficult inquiries or requests to appropriate personnel for resolution. AMERICANS WITH DISABILITIES SPECIFICATION: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • While performing the duties of this job, the employee is regularly required to stand, sit, talk, hear, stoop, kneel, and use hands and fingers to operate a computer and telephone keyboard reach; • Specific vision abilities required by this job include close vision requirements due to computer work; Ability to uphold the stress of assisting patients of diverse backgrounds; • Regular, predictable attendance is required; • Must have the ability to lift up to 50 lbs WORKING/ENVIRONMENTAL CONDITIONS: Work is normally performed in a typical health clinic work environment which may or may not subject the employee to hazardous or unpleasant elements, noise, crowds, confined/restricted but fire hazard approved desk spaces/rooms and varying temperatures at the clinic. There may be occasional off-site/outdoor assignments with exposure to heat/cold, wet/humid, dry/arid airs or temperatures. HOPE Clinic is a smoke-free and drug-free workplace in compliance with federal guidelines.
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FQHC in greater Houston on a mission to improve the health of residents in a culturally and linguistically appropriate manner.