Human Resources Administrative Assistant- Mont Admin

Human Resources Administrative Assistant

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Department: Administration Job Status: Full Time

FLSA Status: Non-Exempt Reports To: Human Resource Director

Work Schedule: Positions Supervised: None

8 a.m. to 5:30 pm Monday- Thursday.

8 a.m. to 12:00 pm on Friday.

However, adjustments in schedule or additional hours may be required to complete duties.

POSITION SUMMARY:

The Human Resources Administrative Assistant provides clerical and administrative support to the Human Resources Department to ensure efficient operations of Mainline Health Systems, Inc. human resource department. This role assists with maintaining accurate records, supports HR processes such as onboarding and employee communications, and helps ensure compliance with organizational policies and procedures. The position contributes to maintaining a professional, confidential, and service-oriented HR environment. The Human Resources Admin Assistant is involved in continuous Quality Improvement practices and measures as set by Mainline Health Systems, Inc. and in which the practice focus is based on a Patient Centered Medical Home model of care.

SPECIFIC DUTIES AND RESPONSIBILITIES:

• Maintain accurate, organized, and confidential HR files and records
• Perform data entry and document management for employee information
• Provide general administrative and clerical support to the HR department
• Answer routine questions from employees and applicants regarding policies, hiring processes, and benefits
• Assist with new hire onboarding and orientation preparation
• Prepare and process employment-related documents (new hires, changes, terminations)
• Support benefits administration by coordinating paperwork and communications with vendors
• Assist in maintaining and updating the employee handbook and HR forms
• Schedule interviews, meetings, and HR-related appointments
• Assist with personnel file audits for accuracy and compliance
• Support HR in training coordination and tracking
• Assist with internship and student placement documentation
• Maintain inventory of HR office supplies and materials
• Participate in quality improvement, risk management, and compliance activities as needed
• Supports MHSI in the implementation and sustainability of the Patient Centered Medical Home model of care.
• Completion of continual job training processes set forth by Mainline Health Systems, Inc.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational skills and attention to detail.
• Other duties as assigned.

COMPETENCIES:

• Strong organizational and time management skills
• Excellent attention to detail and accuracy
• Ability to maintain confidentiality and handle sensitive information
• Strong customer service and interpersonal skills
• Effective written and verbal communication skills
• Proficiency in basic computer applications and HR systems

REPORTING RELATIONSHIPS:

Reports to the Human Resource Director.

EVALUATION:

Annual evaluation performed by the Human Resource Director.

OTHER REQUIREMENTS:

Willingness to attend continuing education related to this position.

Ability to adapt to changing priorities and HR demands.

PHYSICAL DEMANDS

Physical Demands

Lift/Carry

Stand

O (Occasionally)

Walk

O (Occasionally)

Sit

F (Frequently)

Handling / Fingering

F (Frequently)

Reach Outward

O (Occasionally)

Reach Above Shoulder

O (Occasionally)

Climb

N (Not Applicable)

Crawl

N (Not Applicable)

Squat or Kneel

O (Occasionally)

Bend

O (Occasionally)

10 lbs or less

F (Frequently)

11-20 lbs

O (Occasionally)

21-50 lbs

O (Occasionally)

51-100 lbs

N (Not Applicable)

Over 100 lbs

N (Not Applicable)

Push/Pull

12 lbs or less

O (Occasionally)

13-25 lbs

O (Occasionally)

26-40 lbs

O (Occasionally)

41-100 lbs

N (Not Applicable)

N (Not Applicable)

Activity is not applicable to this occupation.

O (Occasionally)

Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently)

Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly)

Occupation requires this activity more than 66% of the time (5.5+ hrs/day)

Other Physical Requirements

Vision (Near, Color)

Sense of Sound (telephone and verbal conversations)

Sense of Touch

QUALIFICATIONS:

• High school diploma or equivalent required; Associate's degree preferred
• Prior administrative or office experience required; HR experience preferred
• Basic knowledge of human resources practices and procedures, total quality management concepts, corporate compliance, human resources
• Proficiency with Microsoft Office and general office equipment, ADP preferred
• Experience with the operating requirements of primary care programs funded by HRSA preferred

STATUS:

This is an FLSA Non-Exempt position.

This is an OSHA low risk position.

This is an ADA negotiable position.

DISCLAIMER:

The duties and responsibilities, qualifications, physical conditions and other statements contained herein represent the current general nature of the job described, and are subject to change at any time, with or without notice. This job description does not limit in any way the assignments that may be given to an employee in the job, and employees are expected to perform any and all duties assigned by their supervisor willingly and without reservation.