Human Resources Assistant for Special Education Organization

Elim•Crestwood, IL

6d•Onsite

About The Position

Elim is seeking a Human Resources Assistant for their special education organization. This role is for someone who wants their career to have a greater purpose, bringing care, organization, and heart to the people-side of a mission-driven organization. It offers a chance to support the staff who care for a community in need. Elim emphasizes taking care of their employees by offering free, unlimited virtual counseling, work-life balance, competitive pay, and a supportive benefits package. The ideal candidate takes pride in their work and aims to improve their workplace.

Requirements

High School Diploma and prior HR experience required.
Demonstrates capacity to manage multiple demands while maintaining priorities.
Proactively seeks solutions to issues before they become problems.
Ability to handle confidential information appropriately.
Ability to communicate and collaborate in a manner that demonstrates and fosters cooperation, respect, concern and openness to change.
Proficient in Microsoft 365 (Word, Excel, Outlook, PowerPoint).

Nice To Haves

Bachelor’s degree in human resource related field preferred.

Responsibilities

Maintain accurate, complete, and confidential employee personnel records in accordance with organizational policies and applicable employment laws.
Manage, audit, organize, scan, and file documents in electronic and/or physical personnel files.
Ensure required employment documentation is received, properly maintained, and filed.
Maintain and audit employee records for completeness and accuracy.
Maintain I-9 forms and supporting documentation in accordance with federal requirements and organizational procedures.
Conduct annual employee record and compliance checks for the School and Adult Services programs, including required credentials, licenses, certifications, background checks and other employment requirements.
Prepare and maintain HR forms and assist with creating, updating and forms used by employees, supervisors and the HR Department.
Assist with preparing forms, gathering required documentation, and ensuring records are complete.
Assist with employee changes, transfers, status changes, and other personnel transactions.
Respond to routine employee questions and direct more complex questions or concerns to the appropriate staff member.
Maintain confidentiality of employee information and exercise appropriate discretion when handling sensitive information.
Provide administrative support for the organization’s UKG system.
Perform UKG password resets and assist employees with routine access issues.
Assist employees who experience difficulty using the UKG mobile application, including troubleshooting basic issues and escalating technical concerns when necessary.
Assist with maintaining accurate employee information within UKG.
Support HR processes within UKG, including employee records, forms, timekeeping, and other assigned functions.
Identify and communicate recurring HRIS issues to the appropriate HR or payroll staff.
Enter and track purchase orders for the Human Resources Department.
Track and reconcile HR-related credit card purchases and maintain appropriate supporting documentation.
Purchase HR supplies, materials, and other items as authorized.
Monitor supply levels and ensure commonly used HR supplies are available.
Assist with vendor communications and administrative follow-up as assigned.
Maintain organized records related to purchasing, invoices, receipts, and credit card transactions.
Assist with the administration of workers’ compensation incidents and claims in coordination with the Director of HR and the organization’s workers’ compensation carrier.
Serve as the backup and additional support for the injury reporting and initial injury management process.
Enter workplace injury and incident information accurately and promptly.
Provide employees with required injury report forms and instructions following a workplace injury or incident.
Coordinate and communicate information regarding authorization for employees to seek treatment at the designated occupational medicine provider, including Proven Occupational Medicine.
Follow up with Proven Occupational Medicine and other appropriate parties regarding employee treatment, restrictions, return-to-work status, and required documentation.
Maintain appropriate workers’ compensation documentation and records.
Assist with coordinating light-duty assignments, including working with supervisors to identify appropriate duties and available workspace consistent with medical restrictions.
Communicate employee work restrictions and status to the appropriate supervisor while maintaining appropriate confidentiality of medical information.
Track follow-up requirements and assist in ensuring required documentation and actions are completed in a timely manner.
Escalate significant injuries, changes in restrictions, or other concerns to the Director of HR.
Assist the Director of HR and school leadership with administrative aspects of employee disciplinary processes.
Assist with preparing documentation related to school attendance and timekeeping matters, including gathering relevant information and drafting disciplinary documentation as directed.
Maintain appropriate documentation related to employee corrective action.
Assist with ensuring disciplinary documentation is complete, consistent, and properly maintained in electronic employee personnel files.
Maintain confidentiality and use appropriate judgment when handling employee relations matters.
Escalate employee concerns, complaints, or sensitive employee relations matters to the Director of HR.
Assist the Director of HR with administration and maintenance of the Employee Handbook, HR policies, standards, and procedures.
Assist with reviewing policies, standards, and procedures for accuracy, consistency, and ease of administration.
Maintain organized records of current and historical HR policies and related documents.
Assist with communicating policy updates and maintaining required acknowledgments.
Monitor employment law posters and ensure required federal and state employment law postings are current and appropriately displayed.
Assist with tracking regulatory and compliance-related requirements as assigned by the Director of HR.
Assist with maintaining compliance calendars and tracking recurring HR requirements.
Help ensure HR forms and procedures remain aligned with current organizational policies and applicable legal requirements under the direction of the Director of HR.
Manage daily administrative functions for the HR office, including answering or directing inquiries, monitoring the HR office door, and assisting employees and visitors as appropriate.
Schedule meetings and appointments for HR staff and assist with coordinating calendars.
Coordinate conference room scheduling and use.
Open, sort, distribute, and process incoming mail and HR-related correspondence.
Assist with preparation for HR meetings, trainings, events, employee activities, and organizational events.
Coordinate logistics for HR events and meetings, including room setup, materials, supplies, communications, and follow-up.
Take accurate meeting minutes and document action items during HR and team meetings.
Assist with following up on assigned action items to help ensure commitments and tasks are completed.
Maintain organized electronic and physical filing systems.
Provide general administrative support to the Director of HR and other HR team members.
Assist with special projects and other duties as assigned.