The Human Resources Assistant provides organized and dependable administrative support to the Human Resources (HR) department. This is an entry-level role designed for a capable administrator who can learn HR systems and procedures. The position will perform routine daily transactions, maintain records, coordinate logistics, follow established processes, and provide responsive service to employees and candidates across office, retail, camp, community-program, field, and remote work environments.
The Human Resources Assistant will: - Maintain the recruitment system to post approved job openings, screen candidates, coordinate in-person interviews, and send offer letters.
- Initiate new employee background check screenings and screen professional references for new hires.
- Coordinate onboarding with managers, Finance, IT vendors, and other internal partners, including new-hire paperwork, system and equipment requests, keycards, and first-day communications.
- Provide high-volume administrative support for summer camp hiring and onboarding.
- Track required training, policy acknowledgments, and onboarding requirements using established reports and checklists.
- Assist in offboarding of employees including conducting exit interviews and on-going support on administrative tasks, benefits questions, and coordinate equipment/property return.
- Maintain paper and electronic filing of employee personnel records.
- Perform a variety of day-to-day organizational and clerical tasks, and handle non-routine correspondence and highly confidential information.
- Maintain current HR forms, templates, procedures, quick-reference guides, and employee-facing content in SharePoint and other designated Council systems.
- Prepare and route routine personnel-change documentation such as title, supervisor, department, location, schedule, or compensation changes after required approvals are received.
- Provide support to benefits administration and the retirement plan.
- Assist in processing invoices and reimbursement requests.
- Coordinate equipment setup, distribution, collection, storage, and shipment with employees, managers, and the organization's IT provider; protect devices and data throughout the process.
- Support payroll preparation by collecting approved forms, reviewing reports for missing or incomplete information, tracking corrections, entering authorized changes, and maintaining payroll documentation.
- Assist in reviewing timekeeping and payroll-preparation reports for missing entries, incomplete timecards, meal-period exceptions, hours requiring review, and other discrepancies; follow up or escalate in accordance with established procedures.
- Provide administrative support for workers' compensation matters and assisting with return-to-work documentation as directed.
- Assist in times of urgency or when unexpected matters arise.
- Provide other clerical and operational support to the HR department as needed.
Essential Qualifications: - High School Diploma/GED and 2+ years of experience in business administration, Human Resources, office technology, or a related area is helpful but not required.
- Strong computer skills. Proficiency in Windows and MS Office Suite (Outlook, Word, and Excel). Ability to learn new online tools and databases quickly.
- Excellent customer service skills and a strong sense of integrity, work ethics, and positive attitude.
- High attention to detail and highly organized.
- Ability to work in a team and independently.
- Ability to meet deadlines effectively in a changing work environment.
- Ability to communicate clearly and professionally in writing, by phone, virtually, and in person.
- Ability to maintain strict confidentiality and exercise discretion with sensitive information.
- Ability to work effectively in a mission-driven, youth-serving organization and communicate with employees working in office, retail, camp, community, field-based, and remote environments.
- Ability to travel between work locations on occasion.
- Ability to work in a fast-paced, high-demand work environment and manage multiple tasks and demands.
- Commitment to diversity, equity and inclusion, and proven ability to work effectively with persons of diverse backgrounds and abilities.
- Ability to bend, to pull open lateral file drawers and to lift a minimum of 25 lbs. unaided.
Girl Scouts of Northern California is an Equal Opportunity Employer (EOE). Our mission is to build girls and employees of courage, confidence, and character while working to make the world a better place for all people. This work includes our commitment to become an anti-racist organization through learning and practice. Together with our youth, we strive to provide diverse, equitable inclusive spaces where girls, volunteers, and staff feel they belong. Working at GSNorCal is a commitment to anti-racism and anti-oppression in alignment with our Culture Code and Volunteer Policy for Building Equitable Community. Applicants are encouraged to apply without regard to age, race, color, creed, ethnicity, religion, age, disability, sexual orientation, gender identity or expression, national origin, ancestry, veteran status, citizenship, pregnancy, childbirth or other related medical condition, marital status, political persuasion or any other classification protected by federal, state or local laws or ordinances.
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