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Company Name : Five Keys Schools and Programs
Location : Oakland, CA 94612
Position : HR Administrative Assistant
Job Description : Mission Statement
Through the use of social and restorative justice principles, Five Keys provides traditionally underserved communities the opportunity to improve their lives through a focus on the Five Keys: EDUCATION, EMPLOYMENT, RECOVERY, FAMILY, COMMUNITY.
Five Keys Overview
Five Keys was founded in 2003 by the San Francisco Sheriffs Department as the first accredited charter high school in the nation to provide diploma programs for adults in county jails. Today we are a much different social justice non-profit agency that has expanded its charter schools into 9 counties, in 24 jail locations and over 80 community learning centers. In addition to our schools, now we also run multiple homeless shelters, employment programs, programs for the unsheltered, reentry programs and housing for women suffering from immense injustice.
Our Core Competencies
A well qualified candidate has the capacity to communicate effectively, collaborate with others while building positive relationships, demonstrates strong problem solving skills, has a dynamic learning mindset, and remains committed to a high level of cultural and social awareness. A successful candidate will work well under pressure, observe appropriate boundaries and operate with a high degree of emotional intelligence.
What its really like to join our agency
At Five Keys, culture matters. Culture is at the very core of everything we do and impact on a daily basis. Weve made a commitment to building an inclusive culture that seeks collaboration over hierarchy to create empowered work teams.
We serve vulnerable populations daily and we strive to approach everyone with compassion, patience and a trauma informed approach. We choose to push past discomfort to have difficult conversations to impact the greater good. This allows us the opportunity to collaboratively create an inclusive culture and transform the world around us.
BENEFITS
Because we care deeply about our employees, we extend very generous benefits and wellness programs. We have very low monthly costs for medical insurance – deductible and all in-network, out-of-pocket expenses paid for by Five Keys! Dental, vision and life insurance premiums paid by Five Keys and various pre-tax flexible spending accounts and retirement account 403b. Generous time off. Annual reimbursement up to $100 towards gym membership, smoking cessation and weight loss programs. Annual reimbursement up to $50 towards annual athletic event participation and annual massage after 6 months of employment. FREE access to wellness-related apps, Employee Assistance Program and Talkspace online therapy for you and your dependents.
JOB SUMMARY
The HR Administrative Assistant position reports to the Chief People Officer and collaborates with our HR team (10 people) and supports our staff and leadership team agency-wide (900 people) to provide administrative support. This position effectively communicates with employees and collaborates with the HR team to assist with compliance projects, which requires a high attention to detail and ability to review and understand data. They will also collaborate with the HR team and hiring managers to ensure accurate job postings, hiring practices, and onboarding best practices. Since this role will be a primary point of contact for new hires and current employees, and conduct new hire orientation presentations, the HR Administrative Assistant must have a passion for positive communications and interactions with our staff.
We are looking for someone who will genuinely enjoy supporting a diverse group of people, both virtually and in-person as needed. This job is for you if you are patient, flexible, extremely organized, a time management wizard and have exceptional communication skills. You thrive in a fast-paced environment and insist that our employees have a smooth and enjoyable onboarding experience. Since this is typically a remote position, you are self-motivated and manage your workday independently and with high levels of integrity. However, youre also excited by the fact that you get to host in-person recruiting, hiring and onboarding events. We work with diversity, equity, inclusion and implicit bias at the top of our minds and interact with candidates and staff with a trauma informed approach. If you dont come with knowledge about implicit bias and trauma informed, you are intrigued and willing to do the training to learn.
JOB DUTIES AND RESPONSIBILITIES
Recruiting and Onboarding
Conduct new hire orientation in person and/or virtually
Establishes recruiting activities and uses technology solutions to increase the quantity of qualified applicants
Assist with updating and maintaining job postings for HRIS, job boards, social media, and college/university job boards
Attends virtual recruiting fairs and in-person recruiting events in the LA Area and San Francisco Bay Area
Compliance
Maintenance of all company bulletin boards and compliance posters for various building locations
Assists with audits of HR compliance standards and documents such as I-9 verifications, TB results, Mandated Reporter Training, etc. are collected and up to date
Collaborates with the HR team to communicate compliance requirements and expectations to employees
HRIS and Data Maintenance
Maintains accurate and up-to-date human resource files, records, and documentation
Data entry and updates for employee personnel files, records & documents
Responsible for reviewing and managing training records for accuracy
Assist with preparing information required for payroll processing
Support with payroll data entry
General Support
Answers frequently asked questions from applicants and employees relative to standard policies, benefits, personnel files/changes, training, compliance, HRIS, application and hiring processes, etc.
Directs escalated questions and issues to designated HR members to ensure matters are addressed appropriately
Acts as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers
Helps schedule, coordinate, and facilitate events, meetings, trainings and webinars
Support with special projects for HR, recruiting, and payroll teams as needed
Performs other related duties as required and assigned
KNOWLEDGE AND SKILLS
Excellent customer service skills and willing to go the extra mile in finding answers and following up
Ability to effectively and efficiently work from home, with high levels of self-accountability,
Must be tech savvy, able to learn and navigate the HRIS system
Ability to work independently, in a fast-paced, dynamic environment with varied projects and multiple stakeholders, with competing deadlines and priorities
Advanced problem-solving skills; tactfully address and resolve questions/concerns
Excellent collaboration skills and genuine interest in finding solutions
Strong listening skills, patient, approachable and an excellent communicator
Eagerness to learn new things and able to adapt to constantly changing circumstances
Advanced proficiency in MS Office, Gmail and Google Drives/Docs and professional communication
Extreme comfort working with a diverse workforce and a commitment to creating an inclusive and equitable work environment
Ability to interact with those we serve through a trauma informed approach and maintain strict confidentiality when handling sensitive information
EDUCATION AND WORK EXPERIENCE
High school diploma or equivalent units
Minimum 1 year of strong administrative experience
Work experience with non-profits, homeless shelters or charter schools preferred
ADDITIONAL REQUIREMENTS
This position is contingent upon satisfactory results of a Live Scan (criminal background investigation)
PHYSICAL REQUIREMENTS
To promote the health and safety of its employees, those we serve and our local communities, Five Keys requires that all employees must be fully vaccinated against COVID-19 and/or adhere to all weekly testing and safety measures. Employees may also request and receive approval for an exemption from this policy. Exemptions are granted to accommodate a medical condition or sincerely held religious belief.
Must wear provided PPE (Personal Protective Equipment) and adhere to all safety guidelines and requirements, when needed
Frequent and prolonged standing, walking, and sitting
Long periods of walking, sitting at a desk and/or computer station
Lifting items that weigh up to 25 lbs.; reaching, bending, carrying and stooping within the daily routine of tasks and activities
Clear TB Risk Assessment (or results, as needed) dated within 60 days of hire to be submitted within 10 days of hire required
WORK ENVIRONMENT
Moderate to high noise level
Work environment varies from site to site
There is some personal safety risk working with at-risk population
GROWTH OPPORTUNITIES
At Five Keys, we understand that when our employees grow, the agency has a greater capacity to thrive and accomplish its mission. It is for this reason that we remain committed to providing ongoing professional development opportunities for all of our employees. These include but are not limited to: conferences, staff development training, and coaching plans that allow incumbents to grow into new positions within and across programs within the agency (i.e., programs, schools, housing).
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