Human Resources Assistant - 13-004 - SC/ San Diego Kroc Center

Mission Statement

The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

Position Summary

The Human Resources Assistant provides administrative support for human resources functions, including the hiring process, orientation scheduling, employee records, payroll coordination, training records, and Protecting the Mission program requirements. This position supports confidential HR processes, assists with onboarding and employee communications, and helps maintain accurate records and compliance documentation for the Regional Office/Kroc Center HR department.

Essential Functions

HR Administration and Employee Records

• Maintain confidentiality regarding all employee information.
• Carry out various human resource programs and procedures for all staff.
• Perform general clerical duties for the Human Resources Generalist.
• Assist with implementation and maintenance of the HR Operations Manual.
• Maintain employee and department files, including personnel, PTM, HIPAA, fleet, workers' compensation, payroll, and general liability claim files.
• Monitor and update employee databases weekly.
• Maintain employee photo directory.

Payroll and Timekeeping

• Monitor timekeeping system accuracy and timeliness, including:
  
  
  
  • Running biweekly reports for Directors.
  • Ensuring department timecards are approved and complete on time.
  
  
  
  

• Assist in processing new employees and status change forms, including:
  
  
  
  • Running background checks.
  • Scheduling new employee appointments.
  • Assisting employees and supervisors with paperwork.
  
  
  
  

Onboarding, Training, and Employee Support

• Support training efforts, including Training Web entry and required training completion.
• Schedule and conduct new hire orientations, PTM training, and center tours.
• Cross-train on CFC and DPC administrative submissions, as needed.
• Process birthday and years of service announcements.
• Coordinate Associate of the Quarter nominations, voting, announcements, and gifts.
• Order and process name badges and ID badges.
• Maintain uniform inventory and coordinate ordering and distribution.

Administrative and Operational Support

• Price, order, and distribute first aid supplies.
• Purchase gift cards for Associate of the Quarter and Manager's/Director's meetings.

Protecting the Mission / Compliance

• Maintain accurate, complete, confidential, and functional PTM files.
• Plan and conduct training sessions and policy workshops.
• Receive criminal background check results and work with THQ Child Safety to provide DHQ HR clearance before cases are sent to CFC.
• Ensure background checks are completed, passed, and documented for employees and volunteers in cooperation with DHQ.
• Assist Corps Officer(s) and the DSB with complaints, investigations, and related issues as required.
• Ensure Corps compliance with PTM matters and Territorial Standards.
• Perform other related assignments/duties as assigned.

Working Conditions

Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Ability to be able to lift up to 40lbs. Ability to grasp, push, pull objects such as files, file cabinets drawers and reach overhead. Ability to operate computer, fax and telephone.

Minimum Qualifications

• 2+ years of administrative experience is preferred.
• Bilingual/bi-literate English/Spanish is preferred.
• Must maintain a valid California Driver's License.
• Must successfully complete Decision Driving Safety Test before driving for The Salvation Army and annually recertify as required.
• Must meet certification by and participation in The Salvation Army's Fleet Safety Program. Salvation Army Fleet Safety Policy dictates that an employee may not obtain more than two [2] moving violations or accidents within any 12-month period; see The Salvation Army Fleet Safety Policy.

Skills, Knowledge, & Abilities

• Excellent verbal and written communication skills are required.
• Must have a good command of the English language, both verbal and written.
• Must be friendly, inviting, self-motivated, even-tempered and adaptable.
• Must have ability to work with, direct, and relate with co-workers, members, and guests.
• Must be able to maintain a professional attitude and approach to problems.
• Must be able to function effectively without supervision.