About our agency:
The Arc of South Florida Inc. is a nonprofit private agency serving the community since 1953. Our mission is to ensure the rights of all persons with intellectual and developmental disabilities through effective advocacy and to provide specialized programs and services to help clients lead meaningful and fulfilling lives. We believe in the potential of each individual's ability to live, work, learn and play in their communities. Are you looking for a job where what you do makes an impact in your community? Are you seeking a position that makes you feel good about the work you do every day and where you know you are making a difference, even behind the scenes? Working at The Arc is more than just a job - it's an opportunity to be part of something bigger! If you want to translate your talent, passion, and commitment to helping people with disabilities, families, and the community, you might be what we are looking for.
GENERAL STATEMENT OF RESPONSABILITIES:
Under the direction of the Human Resources Director, the Human Resource Assistant is responsible for the administrative support of day-to-day human resource operations. Strong knowledge of human resources practices and office administration with an understanding of data entry, file management, customer service, and maintaining confidentiality. The human resources assistant is to support the department with their utmost professionalism by record keeping, filing, and maintaining all employees' files up to date, along with other administrative duties assigned.
SPECIFIC DUTIES- (including but not limited to):
• Conducts recruitment effort for all exempt and nonexempt personnel, students, and temporary employees; monitors career-pathing program; and writes and places advertisements. (Applicant Tracking)
• Perform recruitment activities, interview and evaluate candidates for select positions at headquarters. Maintain related records. (Applicant Tracking)
• Performs HRIS data entry and personnel file maintenance.
• Help HR Director with, revise, edit and proofread company policies and procedures and related documents as needed. Use electronic benefits bulletin board with Paycom and other vehicles to communicate information. Produce the company telephone directory.
• Maintains confidential personnel files and personnel actions.
• Performs employee service functions by answering employee requests and questions.
• Makes photocopies; mails, scans and emails documents; and performs other clerical functions.
• Assists or prepares correspondence as requested.
• Prepares new-employee and closes file.
• Files documents into appropriate employee files
• Maintains break room bulletin board.
• Processes mail.
• Performs other related duties as assigned.
EMPLOYMENT PERIOD:
• Welcomes new employees and Independent Contractors to the agency by conducting orientation:
• Schedule intake orientation and benefits dates for processing
• Set-up and maintain personnel and medical files
• Prepare new employee kits for the different employment terms.
• Prepare copies of required forms for personnel files
• Review and complete all necessary forms including Policies and Procedures
• Ensure that all documentation is in order and in compliance.
• Ensure that new hire meets the contract requirements for the position
• Complete identification process
• Filing in personnel, Independent contractors and medical files:
• Receive and separate time off request forms
• Sort incoming paperwork for filing
• Open and closed files
• Prepare file for terminated employees:
• Provide copy of personnel action form to director of HR for processing
• Close files
• Scan terminated files into server (reoccurring yearly)
• Send term files to Storage of previous year (reoccurring yearly)
• Store paperwork of candidates who rejected position
• Perform other related work as required.
• Assist C& Y Coordinator creating binders of cert. & trainings for specific grants and contracts plus audits
• Remove I-9 form from active file to term file:
• Enter authorization of employments expiration dates into excel compliance tracking spread sheet
• Perform e-verify on all new hires
• Keep e-verify data system up to date
• Create copy for I.9 folder then file away
• Send out 90, 60, 30 days reverification notice to employee.
• Schedule upcoming i9 reverifications
• Completes Forms I-9, verifies I-9 documentation and maintains I-9 files
• Independent contractors:
• Enter compliance needs expiration dates into excel compliance tracking spread sheet
• Def, Vechs, CPR, Liability, Licenses
• Maintain, update and notate files
• Assemble independent Contractor files.
• Meet with director for any ongoing need for contractor’s compliance
OTHER:
• Participate in fund-raising activities and Agency events throughout the year.
• Participate in Human Resources trainings
• B. Present a positive image of ARC to the community and ARC staff.
• Follow all ARC, South Florida policies and procedures
REQUIRED SKILLS/ABILITIES:
• Excellent verbal and written communication skills (English and Spanish)
• Excellent interpersonal and conflict resolution skills.
• Excellent organizational skills and attention to detail.
• Ability to prioritize tasks and work under pressure.
• Ability to act with integrity, professionalism, and confidentiality.
• Knowledgeable of employment-related laws and regulations.
• Proficient with Microsoft Office Suite or related software.
• Knowledge of ADP Payroll System is a plus.
• Proficiency with or the ability to quickly learn the organization's HRIS and talent management systems.
• Excellent time management skills with a proven ability to meet deadlines.
PHYSICAL REQUIREMENTS:
• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
DISCLAIMER: The job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice.
MINIMUM EXPERIENCE REQUIRED:
• Minimum of 3 years experiences in the Human Resources field.
• Minimum level of education: Associate
SALARY RANGE:
• Rate for temporary job $16.00/hr.
Position Schedule: Monday - Friday 8:00 am - 4:00 pm
EQUAL OPPORTUNITY EMPLOYER/PROTECTED VETERANS I INDIVIDUALS WITH DISABILITIES:
The Arc of South Florida, Inc. will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or ( c) consistent with the contractor's legal duty to furnish information.