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Job Title: Administrative/HR Assistant

Department: Administration

Reports to: Senior Director of HR

FLSA Status: Non-Exempt

Primary Functions:

• Managing various aspects of HR under the guidance of the Senior Director of Human Resources.
• Performing various administrative duties as needed under the guidance of the CEO.
• Serving as the primary support/contact to the Board of Directors and advisory committees.
• Performing other agency-related duties as assigned by the CEO.

Responsibilities include:

Human Resources:

• Works with the Senior Director to develop and implement personnel policies and procedures.
• Posts job openings internally and with appropriate/diverse external resources.
• Prepares materials and participates in new employee onboarding program.
• Ensures smooth employee offboarding processes including exit interviews and paperwork requirements.
• Maintains and prepares electronic and paper personnel files for employees.
• Maintains employee handbook.
• Maintains current job descriptions.
• Maintains employee database, prepares files and forms for new employees.
• Processes applicant/volunteer and employee background checks and drug tests.
• Understands and processes employee benefits/programs.
• Assembles mandatory training options for staff; records completed trainings.
• Protects participant's rights to privacy and confidentiality.
• Performs other related duties as assigned.

Board Liaison:

• Drives and guides ongoing communication with the Board of Directors.
• Plans and executes all Board meetings in conjunction with the CEO.
• Works with the CEO to create and distribute meeting notifications and agenda materials.
• Compiles Senior Leadership reports for Board meetings.
• Attends all board meetings and records minutes.
• Maintains institutional memory around board functioning.
• Keeps current board documents organized and saved in a shared drive.
• Develops and maintains the Board Orientation Manual.
• Orients new board members and provides necessary documents for the application process.

Other:

• Prepares materials for and executes monthly All Staff meetings.
• Plans and schedules meetings by compiling agendas and coordinating logistics.
• Takes and distributes minutes for meetings as needed.
• Identifies opportunities to provide additional support in alignment with agency needs.
• Coordinates routine administrative duties such as filing and processing expense reimbursements.
• Drafts letters, personal correspondence, and presentations.
• Conducts research, assembles and analyzes data to prepare reports.
• Assists leadership team as needed.
• Attends and participates in all required trainings and meetings each fiscal year.

Requirements:

• Proficient use of technology including Excel, Word, PowerPoint, Outlook, and Zoom.
• Excellent verbal and written communication skills.
• Highly detail-oriented.
• Ability to work in a team-oriented environment.
• Ability to create and sustain strong working relationships.
• Excellent interpersonal skills.
• Strong organizational skills.
• Ability to independently make decisions relative to job duties.
• Reliable, self-motivated, and proactive.
• Sound judgment in decision-making.
• Commitment to continuous learning and improvement.
• Willingness to assume new responsibilities.
• Commitment to diversity and inclusion.

Education and Training:

• College degree preferred, but not required.
• Experience with HRIS systems preferred, but not required.
• Two to three years of related experience in office administration or equivalent combination of education and experience.

Paraquad is an equal opportunity employer. All qualified applicants will receive consideration without regard to an individual's sex, race, color, religion, age, disability status, protected veteran status, national or ethnic origin, gender identity or expression, sexual orientation. We are dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment.

Accommodation: If you are unable to use our online application process due to a disability, please contact Barb Cant at or .

Successful drug screen and background check required.