HR Assistant

JOB SUMMARY

The Human Resource Assistant will perform administrative tasks and services to support effective and efficient operations of the organization's human resource department. This role may assist with recruitment, onboarding, employee records management, compliance tracking, and other activities, as directed by the HR Director. The HR Assistant works closely with the HR Generalist to ensure smooth execution of HR processes and contributes to a positive employee experience. A strong focus on confidentiality, attention to detail, and willingness to learn healthcare-specific HR procedures is essential.

ESSENTIAL FUNCTIONS

• Maintains accurate and up-to-date human resource files, records, and documentation.
• Answers frequently asked questions from applicants and employees regarding standard policies, benefits, and hiring processes, referring to more complex inquiries to senior-level HR staff or management.
• Maintains the integrity and confidentiality of human resource files and records.
• Collaborate with HR Generalist on departmental projects and objectives. 
• Recruits, screens, and facilitate the hiring of qualified job applicants for open positions. Collaborates with departmental managers to understand skills and competencies required for openings.
• Coordinate all onboarding activities including new hire orientation, drug screening, fingerprints, etc.
• Track all employee training, ensuring timely completion. 
• Performs periodic audits of HR files and records to ensure all required documents are collected and filed appropriately.
• Provide first-line support for HR and low risk employee relations queries, including notetaking.
• Provides clerical support to the HR department, including data entry, filing, and scheduling.
• Follow the established chain of command when addressing concerns, escalating issues, or communicating with leadership, including bringing relevant matters to immediate supervisor.
• The HR Assistant will actively learn from the HR Director about best practices in HR operations, employee relations, and leadership support. This includes understanding the Director’s HR philosophy and aligning with the department’s strategic direction.
• Gain the ability to provide guidance and insight into best practices for hiring, screening, and employee relations, while respecting the autonomy of department leaders.
• Participate in cross-training with the HR Generalist to ensure continuity of operations, shared knowledge, and mutual support across administrative and generalist functions.
• Performs other duties, as assigned.

SUPERVISORY RESPONSIBILITIES:

This position has no supervisory responsibilities.

PROFESSIONAL REQUIREMENTS

• Conduct and behavior should be reflective of Weston County Health core values of quality, integrity, fiscal responsibility, respect, skilled & caring people, and lifelong learning.
• Adheres to dress code and maintains a neat and clean appearance.
• Always ensures employee and patient confidentiality.
• Wears identification while on duty.
• Honors regulatory requirements, including all state, federal, and local regulations.
• Complies with all WCHS policies and standards regarding ethical business practices.
• Participates in performance improvement and continuous quality improvement activities.
• Attend regular staff and in-service meetings.
• Has the ability to act with integrity, professionalism, and confidentiality.

MINIMUM QUALIFICATIONS

• High School Diploma or equivalent
• 2 years of experience working as an Administrative or Executive Assistant
• Proficiency in Microsoft Office.
• Adept at quickly learning and adapting to new software platforms, including HRIS, ATS, and other healthcare-related systems.

PREFERRED QUALIFICATIONS

• Prior experience working in an HR department.
• Associate’s degree in HR, psychology, or related field.
• Experience in a hospital or nursing home setting.
• Experience in a critical access hospital and/or rural health clinic setting.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of or willingness to gain an understanding of human resources principles and practices.
• Demonstrate a willingness to learn and train on HR processes and procedures, including systems, policies, and compliance requirements specific to the organization and a healthcare environment.
• Interest in career progression in HR.
• Exceptional organizational, communication, and interpersonal skills.
• Excellent time management skills, with a proven ability to meet deadlines.
• Ability to work independently, exercise creativity, and be attentive to detail.
• Able to manage multiple and simultaneous responsibilities and appropriately prioritize.
• Uphold strict confidentiality standards regarding all medical, financial, and legal information, in accordance with organizational policies and applicable laws.
• Demonstrates a commitment to continuous learning by attending training, conferences, and workshops to stay informed on evolving employment laws, regulations, and strategic talent management practices to ensure compliance and drive organizational effectiveness.
• Ability to work collaboratively across departments and with diverse teams.
• Able to maintain professionalism and composure in sensitive or high-pressure situations.

PHYSICAL REQUIREMENTS AND ENVIRONMENTAL CONDITIONS

• Prolonged periods of sitting at a desk and working on a computer.
• Occasional after-hours calls may occur.
• Must occasionally lift and/or move up to 15 lbs.
• Position requires reaching, bending, stooping, and handling objects with hands and/or fingers, talking and/or hearing, and seeing.

"Weston County Health Services is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.”