Human Resources Assistant (Contract)

Onsite - San Mateo, CA

Professional, Scientific, and Technical Services

About the position

This role supports the Human Resources department of the organization and its subsidiaries. The primary focus involves dedicating a substantial portion of time to recruitment and administrative reporting. Additionally, the role encompasses various tasks such as data entry, correspondence, and administrative duties that contribute to the efficient operation of the HR department. This role is based in-office; remote work is not an option.

Responsibilities

• Post and maintain all open positions on job boards.
• Review all applicant resumes and phone screen qualified candidates.
• Respond to all job inquiries from our website, emails, and phone calls.
• Introduce the qualified candidates to the HR Director and/or hiring department managers to proceed to the next steps in the recruitment process.
• Maintain detailed recruitment status reports in the applicant tracking system.
• Organize and maintain recruitment notes from hiring managers.
• Coordinate administration and recruitment efforts for the internship program and serve as the point of contact for the vet schools.
• Assist with the review, and updates of the organizations job descriptions and job postings.
• Attend job fairs both virtually and in person.
• Prepare new hire packets and onboarding materials.
• Call references and run background checks.
• Coordinate and facilitate onboarding meetings.
• Facilitate onboarding meetings for sister organization new hires.
• Assist in the preparation of materials used in new employee orientation and staff trainings.
• Schedule and facilitate new employee check-ins (90 and 180-day reviews) for the company and its affiliates and subsidiaries.
• Alert HR Director of any trends or immediate concerns.
• Maintain new hire checklists and required documents.
• Conduct exit interviews for terminating employees.
• Assist the HR Coordinator with the research and execution of the safety programs, initiatives and trainings.
• Prepare, summarize and edit bi-weekly employee attendance/tardy/holiday reports for each department.
• Record and track various employee relations programs, rewards and recognition programs.
• Prepare termination packets and COBRA documents for exiting employees.
• Assist in ensuring compliance with all federal, state and local legal requirements.
• Assist with troubleshooting/researching to resolve various HR related topics or problems as they arise.
• Assist in organizing and implementing employee relation events, activities, reward and recognition programs.
• Maintain employee files electronically via Dropbox.
• Perform other general administrative duties as assigned.
• Encourage and promote a positive public image of the organization.

Requirements

• Bachelor's Degree (BA) or Associate's Degree (AA).
• At least 6 months HR experience and/or training.
• Ability to work effectively under pressure, handle multiple projects and adapt to changing priorities.
• Ability to work professionally in person and over the phone with volunteers, fellow co-workers, management, candidate applicants and members of the public.
• Ability to handle confidential information and records with the utmost of discretion.
• Ability to work independently, possess strong organizational and time management skills, and good problem-solving skills.
• Strong attention to detail.
• Basic working knowledge of HRIS systems such as ADP Workforce Now.
• Basic experience with Microsoft Office (MS Word, MS Excel, MS Outlook, etc.) and computer keyboarding and data entry skills.
• Basic experience with Dropbox database.
• Basic experience with video conferencing systems.
• HR Certifications are a plus.
• Must pass background check upon hire.