HR Administrative Assistant (Bilingual – Spanish)

Felton Institute•Alameda, CA

29d•$30 - $33•Onsite

About The Position

We are seeking a highly organized, detail-oriented HR Administrative Assistant to support the Human Resources department with a wide range of administrative and HR functions. The ideal candidate is passionate about mental health advocacy, committed to the nonprofit sector, and knowledgeable about HR best practices. This role requires discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

High school diploma or equivalent required. Bachelor’s degree in human resources, Business Administration, or a related field preferred.
At least 2 years of experience in an administrative or HR-related role.
Bi-lingual (Spanish) speaking/writing/reading skills is REQUIRED.
Familiarity with HR processes, recruitment, payroll, leave of absences, and benefits administration.
Strong organizational skills and attention to detail.
Excellent written and verbal communication skills.
Ability to handle confidential information with discretion.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Adobe, Zoom and HR software.
Ability to work independently and as part of a team in a fast-paced environment.

Responsibilities

Maintain accurate and up-to-date employee records, including personnel files, contracts, benefits, and compliance documentation.
Manage workers’ compensation files and related documentation.
Administer COBRA qualifying event documentation and ensure timely processing.
Support regular HRIS system maintenance and data integrity.
Manage and process new hire documentation.
Conduct E-Verify for new employees.
Enter new hire information into the HRIS system.
Prepare and distribute onboarding and orientation materials.
Print, scan, and file paperwork such as LOA applications, medical certifications, and approval notices.
Send standardized reminder emails for overdue forms using pre-approved templates.
Update physical or digital employee folders.
Route completed forms to Sr. HR Manager for review and approval.
Answer basic employee questions related to leave of absences.
Prepare mail or email notifications using fill-in the blank templates for eligibility or approval.
Maintain accurate, well-organized employee, ER, union, and compliance files.
Track number of ER intakes by different categories.
Prepare standard data pulls (headcount, classifications, hire dates).
Assemble disciplinary packets using approved templates.
Verify documents are complete (signatures, dates, policy references).
Translate standardized ER communications.
Respond to employee inquiries and provide bilingual (English/Spanish) administrative support as needed.
Assist with employee badges, meeting coordination, and preparation of HR documents.
Track HR metrics and support employee engagement initiatives.
Assist in maintaining and updating HR policies and procedures.
Assist in maintaining HR intranet.
Prepare reports, conduct audits, and support HR events and special projects.
Perform additional duties as assigned.