Human Resources Assistant jobs in Poughkeepsie, NY

The hiring rate for this position is $22.00 per hour.

The CIA offers a substantial benefits package that includes medical coverage available at no cost to qualifying employees, dental insurance, vision insurance, life insurance, short and long term disability insurance, retirement savings plan with high employer contributions, a generous paid time off program, and more!

As the benefits package at the CIA results in a significant value above the base hiring rate/salary for this position, we encourage you to apply so that our recruiters can share more information with you about the benefits of working for the CIA.

POSITION SUMMARY 

The Human Resources Assistant supports the Assistant Director – Benefits & HR Systems with processing for newly posted positions, internal promotions/transfers, offers of employment and new hire onboarding, as well as supporting the successful operations of the Human Resources department by providing administrative efficiency and support.  

ESSENTIAL RESPONSIBILITIES 

• Coordinates the on-boarding functionality in the Access HR system for employee new hires. Ensures that new hires have submitted all paperwork in a timely manner, and works with the HR team to resolve any issues. 
• Drafts offer letters and associated documents for new hires and job changes as necessary. Follows-up with candidates and employees to ensure that signed paperwork has been returned in a timely manner.
• Drafts and distributes adjunct faculty assignment letters for additional adjunct faculty course assignments.
• Drafts end of assignment and temporary end date letters for employees.
• Coordinates processes for departing employees, including distribution of exit interviews, employee exiting information and checklists for managers.
• Maintains accurate records for employee licensing, including drivers licenses, safety officer licenses and clinical licenses. Updates CIA records in the New York State Department of Motor Vehicle LENS program and New York State Division of Licensing Services.
• Performs monthly audits of employee licenses ensuring accuracy of records and follows up with the proper parties for resolution as necessary.
• Audits new hire, transfer and payroll information within the system, and refers issues to the proper parties for resolution.
• Performs monthly audits of background check system for completeness of all records and documentation.
• Creates new employee files and ensures that all required documentation is present in the file.
• Coordinates the New Employee Orientation and First Year On-Boarding processes.
• Provides administrative and coordination support for the recruitment process, including but not limited to the following:
  • Enters requisitions for open positions;
  • Posts open position advertisements in various venues;
  • When assigned, reviews applicant profiles to ensure they meet position minimum requirements;
  • Conducts phone screenings;
  • Conducts candidate background checks;
  • Prepares offer paperwork for successful applicants;
  • Schedules applicants for start date and makes arrangements for orientation; and
  • Completes all applicable paperwork to begin the hiring process.
• Assists with coordinating interview schedules for search committees and candidates, which may include booking facilities, making travel arrangements, disseminating invitations and assisting invitees.
• Assists with updating and maintaining all standard operating procedures (SOP) for processes as they pertain to recruitment and HR Administration.
• Coordinates and assists with archiving of employee files for terminated employees. Conducts bi-annual purging of existing paper files in compliance with the CIA’s Record Retention Policy.
• Performs Human Resources special projects as assigned.
• Provides reception and general phone coverage for the HR office. Assists with filing for employee files.
• Ensures office and file room are kept organized and tidy at all times.
• Any and all other duties as assigned.

REQUIRED QUALIFICATIONS 

Education:

• Associate's degree in Human Resources, Business Administration or a related field, or significant work experience in lieu thereof.

Experience:

• One (1) to two (2) years of office experience required.

 PREFERRED QUALIFICATIONS 

• One (1) year of experience in Human Resources strongly preferred.
• Working knowledge of HR systems, HR administration and recruitment.
• Experience with an internet-based Human Resources system.
• Administrative experience with UKG Pro (formerly UltiPro) HRIS an asset.
• PHR certification preferred.

REQUIRED SKILLS

• Requires a high level of service responsiveness to internal customers and effective partnership with human resource colleagues.
• Ability to work independently or in a team environment, and maintain collaborative relationships with all members of the human resource team.
• Ability to use sound judgment and discretion in handling sensitive human resources issues with confidentiality and discretion.
• Excellent written, verbal communication and presentation skills required. Must have demonstrated ability in organizational, time management, problem solving and interpersonal skills.
• Must be adaptable, dependable, with the ability to handle multiple priorities simultaneously.
• Must have a proven, consistent track record showing the ability to work with all levels within an organization.
• Display a high level of energy and self-motivation.
• Strong administrative experience with exceptional organizational skills, including the ability to organize the work of others.
• Demonstrated capability in both oral and written communications.
• Ability to take copious notes and transcribe / prepare documents on the fly.
• Strong computer experience required which must include abilities to work effectively with MS Office suite products i.e. Word, Excel, PowerPoint.

WORKING CONDITIONS 

• May need to work overtime on weekends or evenings as required to complete or execute upon assigned projects based upon business needs.
• Regular work requires use of a computer for periods in excess of eight (8) hours per day.