Program Assistant

Job Description

Job Description

MISSION STATEMENT

Are you ready to give back to the community while pursuing your passion? For over 50 years, Acacia Network and its affiliates have been committed to improving the quality-of-life and wellbeing of underserved communities in New York City and beyond. We are one of the leading human services organizations in New York City and the largest Hispanic-led nonprofit in the State, serving over 150,000 individuals every year. Our programs serve individuals at every age and developmental level, from the very young through our daycare programs to mature adults through our older adults centers. Our extensive array of community-based services are fully integrated, bilingual and culturally competent.

POSITION OVERVIEW

Under supervision of the Senior Administrator, the Human Resources Coordinator/Program Assistant will support the administrative duties of the Program including providing Human Resources functions. The Human Resources / Program Assistant must be able to work effectively in a team environment as well as work independently, establish workload priorities, manage multiple tasks, take initiative and work under pressure to perform and complete a high volume of work with speed and accuracy to meet established deadlines.

KEY ESSENTIAL FUNCTIONS

• Pre- Employment/Transfer/Promotion Management
  • Review all submitted Status Change Forms (SCFs) are accurate and approved by the appropriate personnel.
  • Review resume, job description and candidate assessment forms to establish appropriate compensation based on budget and/or union scale.
  • Ensure submitted candidates meet eligibility requirements (experience, education, degree, certification/licensure).
  • Coordinates HR Representatives assigned to onboarding process for assigned portfolios.
  • Responsible for effective and efficient management of pre-employment processes under applicable regulatory agencies including but not limited to OASAS, OMH, DOH, DHOMH, DHS, OTDA, DOE, etc.
  • Assist in ensuring compliance with pre & post-employment background check requirements including but not limited to SEL, SCR, CBC, CHRC, etc.
• Background Check Process
  • Responsible for timely and accurate processing any/all background check applications required by the regulatory agencies.
  • Ensure required candidates complete all background check documentation and provide all required information for submission and compliance.
  • Monitor and track the progress of background checks submissions until results are received.
  • Review background check results and immediately report adverse findings to SVP of HR and Director of Human Resources.
  • Promptly update appropriate regulatory databases and related systems to remove employees from active records upon separation of employment.
  • Ensure all completed background application documents are clearly scanned, saved, and correctly labeled in the HR Shared Drive.
• HR Administrative Support
  • Works closely with the Human Resources Manager and Director of Human Resources to provide ongoing trainings to assigned portfolio.
  • Prepares weekly HR reports for all areas of responsibility.
  • Maintain knowledge and understanding of existing and proposed federal and state labor laws/regulations to ensure compliance.
  • Attend and actively participate in departmental, organizational or external meetings, trainings, workshops as required.
  • All other duties as assigned.
  • Prepare final employee file for all new hires ensuring proper scanning, filing, and labeling of all documents and HR forms consistent with departmental standards.
• Program Support
  • Assist in monthly audits as needed.
  • Assist with various hiring projects, job fairs, specially assigned projects, filing projects and audits for Acacia Network.
  • Accepts incoming and outgoing calls, maintain accurate messages, and disseminates messages as needed.
  • Schedule meetings for leadership as needed
  • Reroutes, transmits, or delivers reports to all departments.
  • Acts as directed by Senior Administrator’s office in providing support and communication between the Director’s office and other departments within the facility.
  • Consult with department supervisors concerning the operation of the integrated outpatient program to assist in eliminating/ correction problem areas and/or improvement of services, including corrective action and performance improvement plans. Report such findings/solutions to the Director.
  • All other duties as assigned.

REQUIREMENTS

• 2+ years previous relevant experience in Human Resources required.
• Bachelor's Degree in Human Resources Management, Organizational Development, Business Management or an equivalent related field preferred.
• High School Diploma or GED equivalent required.
• Working knowledge of HR functions including recruiting and hiring, benefit administration, employee/labor relations and compensation.
• Familiarity with medical/dental/life insurance enrollment and administration.
• Knowledge of federal, state and local labor laws.
• Ability to use business acumen to exercise good judgment and decision-making.
• Ability to interface with associates and management at all levels, handling confidential issues and information with discretion.
• Ability to deal with sensitive issues with diplomacy and discretion.
• Strong PC skills including MS Office, ADP Workforce Now.
• Ability to maintain a professional demeanor under pressure and operate with a keen sense of urgency and commitment to quality.
• PHR or SHRM-CP a plus.

WHY JOIN US?

Acacia Network provides a comprehensive and competitive benefits package to our employees. In addition to a competitive salary, our benefits include medical, dental, and vision coverage. We also offer generous paid time off, including vacation days and paid holidays, to support a healthy work-life balance. We prioritize the well-being of our employees both professionally and personally.

As an Equal Opportunity Employer, we encourage individuals from all backgrounds to apply.