Human Resources and Administrative Assistant

General Purpose

The HR & Administrative Assistant provides administrative support for daily business and human resource operations. This position is responsible for managing a variety of administrative tasks, ensuring both the operational efficiency of the office and the smooth running of Human Resource functions.

Essential Duties

General Administration

• Manage main agency phone system by answering, forwarding and delivering messages to the appropriate person(s).
• Handle general office tasks, such as filing, ordering supplies, reviewing and distributing mail, and maintaining office cleanliness to ensure smooth daily operations of the office.
• Order ID badges, name plates, business cards, and other office supplies as needed.
• Manage and maintain the agency contact list by ensuring the regular maintenance of phone lists and email distribution groups.
• Complete personal expense report for all administrative purchases.
• Attend various meetings for ongoing training, support, and to develop team rapport as applicable.
• Ensure company bills are paid on time and are filed appropriately.
• Ensure all required trainings are complete and up to date including all agency specific trainings, CPR/FA, QMAP, and SCM (optional)
• The duties of this job may evolve overtime, and this job description may be updated to clarify those duties.

Human Resources and Operations

• Ensures the efficiency of day-to-day administrative and human resource operations.
• Manage employee and independent contractor files, ensuring confidentially and data security.
• Answer employee questions related to Karuna Care Services policies, benefits, compensation and other HR-related issues.
• Complete all agency reimbursements and invoices.
• Conduct a variety of monthly audits to ensure accuracy, including benefits, file and record keeping, compliance, operational efficiency and data management.
• Assist with payroll by maintaining accurate employee and payroll records, ensuring compliance with labor laws, and processing of payroll.
• Assist with the coordination and successful delivery of employee benefits.
• Assist with the delivery of KCS birthday and anniversary recognition policy, including managing employee anniversary and birthday calendars, ordering and delivering associated recognition items and ensuring all information is added to the payroll tracking document.
• Assist in conducting formal investigations to address employee complaints and/or concerns.
• Report on-the-job injuries by filing a worker’s compensation claim and maintaining the OSHA 300 log.
• Manage employee recruitment, including engaging in a variety of recruitment efforts, posting positions, screening candidates, interview support, and completing reference checks.
• Support with new hire onboarding and orientation for employees and contracted providers, which may include conducting onboarding meetings, reviewing our internal policies and benefit packages and collecting and reviewing state mandated documentation.
• Process and record all background, motor vehicle, and CAPs checks for all employees and contracted providers.
• Manage staff training expirations and coordinate to ensure all staff are scheduled in necessary trainings.
• Responsible for supporting with termination of all employees, collecting vital documents, processing federal and state checks, completing exit interviews, management of employee files and databases to ensure agency documentation adheres to state and federal laws.
• Assist with managing performance management processes, including initiating and monitoring performance review cycles, compiling and maintaining performance records, and ensuring all associated documents are collected and filed appropriately.
• Complete all employment or income verification needs as they arise or are requested.
• Review and record all agency incident reports into the incident report tracking ledger.
• Maintain current and accurate job descriptions for all KCS positions.
• Assist in the development or revision of KCS policies and procedures as requested.
• Provide general administrative support for KCS program(s) including, Leading the Way, Training, Marketing and other core KCS departments.
• The duties of this job may evolve overtime, and this job description may be updated to clarify those duties.

Job Qualifications

Education and Experience:

• High School diploma or equivalent is required.
• Bachelor’s degree in business administration or human resources management preferred.
• Minimum of 1 year of administrative experience required.
• Minimum of 1 year of human resources experience preferred.
• Minimum of 1 year of experience working with individuals with intellectual and developmental disabilities preferred.
• Human Resources accredited training preferred.

Other Qualifications:

• Maintains current knowledge, understanding, and application of federal, state, and local employment laws and regulations.
• Must be self-directed and able to work both independently and collaboratively.
• Effective written and verbal communication skills, with individuals and groups at all professional levels.
• Must be highly organized, able to multi-task and prioritize workload quickly.
• Ability to provide effective training to individuals and groups.
• Thorough understanding of MS office, office equipment and program specific software.
• Ability to handle sensitive employee information with discretion.
• Must be able to successfully pass a background and CAPS check

Work Environment

The HR & Administrative Assistant reports to the Chief Operating Officer. Regular working hours are Monday-Friday during business hours. This position is spent mostly in an office environment with occasional remote work options.

Pay: $23.08 - $26.44 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid jury duty
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Application Question(s):

• How many years of experience do you have working with individuals with intellectual and developmental disabilities?
• Do you have any Human Resources accredited training?

Education:

• High school or equivalent (Required)

Experience:

• Human resources: 1 year (Preferred)
• Administrative: 1 year (Preferred)

Work Location: Hybrid remote in Lafayette, CO 80026