Human Resources Assistant for Nonprofit

Compensation Range: $18.00 to $25.00 per hour with excellent benefits
Position: Full-time, non-exempt

*** This position is on-site in our DTLA HQ office***

ABOUT PACE

PACE was founded in 1975 to provide job training and placement services for the Asian Pacific Islander communities in Los Angeles. PACE has since expanded into a variety of service areas, all tailored to meet the growing and changing needs of the multi-ethnic communities in Los Angeles County. Now, in addition to job training and employment services, significant PACE programs encompass: business development; early childhood education (Head Start); financial education and asset building; housing and rehabilitation services; weatherization and energy-conservation programs; and affordable housing development. PACE serves more than 40,000 people each year with our wide scope of services with approximately 400+ staff. PACE is recognized as a leader in addressing problems of poverty and economic inequity in ethnic minority communities and has a reputation of being responsive to community needs and is known for creating innovative solutions to the myriad of challenges faced by our clients. Please visit our website for more information: https://pacela.org/

POSITION SUMMARY

PACE is seeking a dedicated and enthusiastic Human Resources Assistant to join the organization and team. The HR Assistant will be responsible for successfully performing a variety of human resources support duties for PACE. This position is responsible for the administration of Human Resources support functions including recruitment, employee performance, documents tracking, records retention and maintenance, workplace safety compliance, employee leave administration, administration of Employment Development Department (EDD) Forms, assisting with records management, collaboration and communication with all departments, updating and maintaining databases/files and related duties as assigned. This is a great opportunity to build a fulfilling career in Human Resources while making a real difference in the community and nonprofit sector.

DUTIES & RESPONSIBILITES

The following information is designed to outline the functions and position requirements of the Human Resources Assistant. Duties listed are not inclusive and other duties may be assigned or revised.

General Duties

• Assist with day to day operations of the HR functions and duties
• Provide clerical and administrative support to Human Resources team
• Compile and update employee records (hard and soft copies)
• Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations etc)
• Coordinate HR projects (meetings, training, surveys etc) and take minutes
• Handle employee requests regarding human resources issues, rules, and regulations
• Assist in payroll preparation by providing relevant data (absences, bonus, leaves, etc)
• Communicate with public services when necessary
• Coordinate communication with candidates and schedule interviews
• Conduct initial orientation to newly hired employees
• Assist our recruiters to source candidates and update our database
• Support full life-cycle recruitment, including creating and posting job descriptions, sourcing and screening candidates, conducting and organizing the interview process, performing reference checks, preparing employment offer letters
• Assist HR Director with employee relation matters, by providing recommendations and meeting with employees as needed
• Support the execution of administrative systems and procedures to perform HR functions
• Serves as the agency’s backup receptionist as needed, including answering and directing incoming calls, greeting visitors, managing front desk operations, and ensuring a professional and welcoming experience for all guests and staff
• Perform other duties as assigned by HR Director

Receptionist Backup Duties

• Serves as the agency’s designated backup receptionist in the absence or unavailability of the primary receptionist, ensuring continuity of front desk operations.
• Answers and appropriately directs incoming calls; greets and assists visitors, clients, and staff in a professional and courteous manner.
• Receives, sorts, and distributes incoming mail and deliveries; manages outgoing correspondence as needed.
• Maintains a neat, organized, and welcoming front desk and reception area during backup coverage periods.

Records and Data Entry Administration – Key Staff: Custodian of Records

• Maintains the strictest confidentiality at all times on matters pertaining to the agency and its employees.
• Assists with tracking and filing of personnel records, employee credentialing records, specific employee job compliance records, DMV records, I-9 records, training records, safety records, and performance evaluation records are updated and filed properly.
• Accurately and timely performs HR data entry in ATS Systems and ChildPlus, including enrollment data, health screenings, family information, attendance, and program compliance documentation. Serves as a key staff member responsible for maintaining accurate and up-to-date records in ChildPlus for PACE Education program sites.
• Utilizes ATS System to produce assigned reports.
• Responsible for the creation and maintenance of site files for PACE Education program sites, ensuring all required documents are accurately compiled, organized, and stored in accordance with program and regulatory requirements.
• Designated as primary staff and Custodian of Records for all PACE personnel records, responsible for the safeguarding, organization, retrieval, and proper retention or disposal of all program and personnel records in compliance with applicable laws, funding regulations, and agency policies.
• Ensures timely and accurate data entry into ChildPlus for all assigned PACE Education sites, monitors data quality and completeness, and generates reports as needed to support program compliance and monitoring requirements.

Employee Relations – with Human Resources Director

• Follows employee relations policies, practices and procedures to encourage harmonious employee relations.
• Complies with Personnel Policies and Procedures.
• Contributes to a safe workplace environment.
• Assists in ensuring compliance with federal and state employment laws.
• Informs Human Resources Director of any disturbances or grievances from employees.

QUALIFICATIONS & EXPERIENCE

• Minimum of a High School Diploma or equivalent; higher education level preferred. 2 or more years of progressive experience working in a Human Resources Department is required.
• Human Resources Training Certificates highly desirable
• Computer Literate & ability to type a minimum of 40 words per minute: MS word, Excel, PowerPoint
• Experience with ATS Systems or related programs preferred.
• Excellent written, verbal, and organizational skills.
• Punctual and adheres to policies and procedures.
• Strong interpersonal skills and communication. Strong ability to work well with all levels of staff and apply teamwork.
• Attention to details and ability to analyze data.
• Ability to work in diverse and multi-ethnic environments.
• General understanding of Employee Handbook Information.
• Effectively prioritize, be proactive and multi-task in a fast paced and/or changing/flexible environment.
• Ability to follow instructions and complete assignments.
• Ability to apply information, tasks and skills from trainings and/or meetings.
• Ability to drive to sites for HR purposes when assigned.

ADDITIONAL REQUIREMENTS:

• Must have a valid Driver’s License, adequate automobile insurance coverage and an automobile in working condition; occasional local travel may be required.
• COVID vaccination required; must have two-dose series of Pfizer or Moderna or a single-dose of Johnson & Johnson. Those that need a medical or religious exemption must reach out separately.
• Must satisfactorily pass background and employment/reference check
• This position is on-site 5 days a week in our DTLA office

COMPENSATION & BENEFITS

• Pay range is $18 - $25 per hour depending on experience. This is a full-time, non-exempt position.
• Affordable and robust Medical, Dental, Vision, and Life insurance plans for employee plus family with generous employer contributions
• 401(k) retirement plan
• We offer paid holidays, vacation pay and paid sick leave

APPLICATION PROCESS

• All applicants MUST upload a resume AND complete application on our website and to be considered. : https://pacela.org/about/work-at-pace/
• Applications will be reviewed on a rolling basis until positions have been filled. We will only reach out to candidates who have been selected to move forward in the process.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee is occasionally required to stand, walk and taste or smell. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.