Human Resources Assistant
Home is the foundation for everything in life. Since 1971, our model has been about supporting residents in finding stability and achieving their goals. It’s why we’re more than housing—we combine quality affordable homes with our on-site Advantage Services—because we believe that with the right support and opportunities, all people can thrive.
Today, over 13,000 people—families, seniors, veterans, and people with disabilities and other barriers—call a CommonBond community “home.” Our core values are Respect, Integrity, Partnership, Innovation, and Excellence. We live these values and look for people who embody them to represent our organization in the community. If this sounds like you, please consider joining our team.
CommonBond invites qualified applicants to apply for a full-time, Human Resources Assistant at the Central Office in St. Paul, MN. The HR Assistant is responsible for a wide variety of administrative tasks in support of the Human Resources department.
Why CommonBond Communities?:
- Work-life balance
- Competitive salary
- Employee referral program
- Comprehensive benefits package
- Employee recognition and rewards program
- A respectful and growth-oriented workplace
- A chance to make a difference in the community!
- Ongoing training and professional development
ESSENTIAL JOB FUNCTIONS AND ASSOCIATED TASKS
Coordinates employee data flow and protect data integrity
- Maintains up-to-date record-keeping systems and ensures data integrity. Maintains all HRIS data, including entering new hires, status changes, terminations, and benefits.
- Maintains personnel files and completes filing according to file standards. Purges files according to retention rules.
- Protects information and keeps employee and candidate data confidential. (add to all)
Completes administrative onboarding duties and organizes NEO details.
- Prepares and sends New Hire Letters. Prepares New Employee Orientation (NEO) invitations.
- Coordinates NEO agenda, communication flow, material assembly, room set-up, and take-down. Coordinates with NEO presenters – notify in case of changes or cancelation.
- Prepares new employee files, ensures the file is complete, and prepares information for payroll.
- Verifies I-9 documentation and completes E-Verify activities within regulatory timelines.
- Coordinates with supervisors to ensure outstanding process items are completed.
- Maintains an adequate supply of all necessary forms, guides, documents, and materials; ensures all materials are the most current, or revises as needed.
- Facilitates payment of all invoices and prepares site billing related to NEO processes.
Completes termination processing
- Receives Status Change form, sends stakeholder email. Enters term and details into HRIS.
- Prepares and sends Termination Letters.
- Collects employee files, ensures the file is complete and ready for termination.
- Pulls I-9 and other relevant items.
Completes administrative duties related to recruitment.
- Conducts telephone screening and schedules interviews, conducts background checks, reference checks, and pre-employment tests as requested by Talent Engagement Specialist
- Maintains Employee Referral program spreadsheet and communicates payout details to employees and to payroll.
- Facilitates payment of all invoices and prepares site billing related to recruitment and testing.
Completes administrative duties related to the general HR function.
- Gives great customer service by responding to employee and candidate questions and requests, in person, on the phone, and via email
- Makes photocopies, picks up and distributes mail, receives and sends faxes, secures meeting space and handles meeting logistics, orders office supplies, codes invoices for payment, prepares routine correspondence, and coordinates mailings.
- Completes verifications of employment via fax, email; maintains & shreds documentation.
- Prepares weekly employee update email and employee anniversaries and sends to all employees.
- Participates fully in HR meetings, represents HR at assigned committee meetings; demonstrates a continuous improvement mindset. And works with the team to ensure equitable practices and policies with the organization.
- Assists with all HR program coordination, such as wellness, recognition, etc. Conducts tracking activities and audits and makes recommendations for improvements.
- Maintains current information on CommonBond Connections, intranet, and any other technical area where employees or candidates get HR information. Is this HRA or HRIS?
- Maintains schedules for and tracks attendance for required and voluntary training for supervisors and employees. Update attendance information in CommonBond University system after training, policies, meetings, etc.
- Maintain and monitor HRhelpdesk@commonbond.org, jobs@commonbond.org, and HR fax email accounts on a daily basis.
Provides coverage for the central office receptionist phones and front door
Assists with other projects as assigned
MINIMUM REQUIREMENTS
- High School diploma or equivalent.
- Minimum of two years of HR administrative office experience.
- Demonstrated commitment to a friendly and inclusive work environment with respect for different cultures, values, perspectives, and beliefs.
- Excellent computer skills, excel, and word.
- Ability to proofread and edit written material.
- Ability to present numerical data effectively and perform intermediate calculations.
- Excellent problem-solving skills.
- Excellent interpersonal, organizational, and communication skills.
- Exceptionally detail-oriented.
- Ability to work independently and with a team.
- Ability to manage multiple projects, prioritize work, and use time effectively.
- Able to preserve the confidentiality of highly sensitive information.
PREFERRED QUALIFICATIONS
- Bachelor’s degree in Business, HR, or other related fields
- HRIS database maintenance and reporting experience, UltiPro preferred
PHYSICAL REQUIREMENTS
- Ability to sit and stand for extended periods of time
- Ability to type data into a computer
- Ability to lift up to 25 pounds
- Ability to complete filing
This job description is intended to provide information essential to understanding the scope of the position. It is not an exhaustive list of skills, duties, responsibilities, or working conditions associated with the position.