Summary: Individual in the job is responsible for assisting Tropical Financial Credit Union in the achievement of its purpose of guiding members successfully through the financial marketplace. This position provides administrative support to day to day operations of human resources ensuring the efficient delivery services related to accuracy of employee data records, salary payments and salary adjustments, recruitment processes and benefits administration. HR Assistant works closely with the HR department, finance and accounting department and other departments and retail services/branches throughout the organization providing member/people focused and effective HR support service to the organization to achieve the organization’s goals and objectives.
Essential Duties and Responsibilities include the following:
o Assist in preparing and posting job advertisements, assist in screening applicants, coordinate interviews, participate in the selection process and administer pre-employment testing as required.
- Recruiting and Staffing logistics:
o Prepare all employee communication related to new hire announcements, changes and termination.
o Maintain recruitment records.
o Prepare and assist in processing new hire paperwork.
o Administer and monitor new hire orientation/on-boarding program.
o Assist employees with benefit (Health, Supplemental and Retirement) inquiries; assist in guiding them to the right services needed.
- Benefits Administration and Recordkeeping:
o Handles worker's compensation claims, ensuring proper and timely documentation is submitted
o Assist in the management of the FMLA program and any related leave program.
o Coordinate the wellness and health program to include event coordination, reporting and communication; and any related employee services.
o Assist employees in the interpretation and clarification of HR policies and procedures.
- Human Resources Communication
o Maintain and/or update internet page/ HR calendar/newsletter including but not limited to Tropical Current and Quality Quest.
o Create/update and post monthly anniversary, birthday, employee extension lists/telephone directory, branch/HDQ address lists.
o Assist in preparing staff/organizational changes communications.
o Assist in keeping current the organizational charts.
o Update and post all company telephone directory
o Ensure help desk IT tickets for all employee actions are prepared and delivered on a timely basis.
o Represent HR in various companywide committees.
o Coordinate committee meetings and participation,
- Administer Tropical Service Champion Program and Employee Recognition Programs
o Prepare the announcements of the winners and generate PAF for payroll entries;
o Coordinate Anniversary awards including ordering and distribution;
o Ordering gifts for employee events (hospitalization, births and bereavement) and appropriate distribution of these gifts.
o Maintains historical human resource records by designing a filing and retrieval system; keeping past and current records.
- HR Records Administration
o Enter employee changes in HRIS system, generate PAF’s and obtain proper signatures.
o Order department supplies.
o Maintain/update compliance labor law posters of all locations
o Development of an employee-oriented company culture that emphasizes quality, continuous improvement, and high performance.
- Other HR Related Activities:
o Keep current with current, new and upcoming Federal, State and local rules, regulations and guidelines that impact human resources.
o Keep current with changes within the organization and be able to support the HR team in responding to all types of basic inquiries such as payroll, training, recruitment, performance management, etc.
o Analyze and identify trends and activities in the areas of employee relations/communication, benefits and recruiting and recommend based on research alternatives for improvement.
o Assist with training activities for the employees, which can include developing and/or preparing for a class and presenting the information.
o Contribute to HR projects.
o Ensure their individual professional development.
o Responsible for controlling Expenses on the shift supporting and developing cost control and reduction programs to achieve optimal results. Invoice processing, and other functional support as assigned.
o BSA Compliance - every employee is required to uphold the credit union’s compliance with the Bank Secrecy Act and anti-money laundering policies and procedures. Specific functions within TFCU will take into consideration the awareness of unusual or suspicious activity that is relevant to the department.
o In addition to any other assigned training courses, online BSA and OFAC courses must be completed at least annually, as made available by the Training and/or Compliance Departments.
o Maintains comprehensive knowledge of the Bank Secrecy Act, Customer Identification Program, USA Patriot Act, OFAC, Fair Lending and Credit Card Act.
o Comply with all TFCU policies and procedures to ensure compliance with such regulations.
- Performs other duties as required with or without accommodation.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
- Excellent interpersonal, organizational, problem-solving and analytical skills.
- Must be able to present information in presentation format, forms, table and spreadsheets.
- Must be able to operate under pressure.
- Excellent verbal and written communication skills to build relationships in order to serve our employees throughout the organization, and external vendors effectively.
- Must be able to meet deadlines in a timely manner and understand the urgency of tasks performed and the impact on the employee and the organization.
- Must demonstrate and prove ethical management of sensitive and confidential matters related to employee relations and any other HR activities.
Bachelor’s Degree in Human Resources Management or Business Management. Minimum of one year proven, verifiable working experience in Human Resources, in either of the following human resource functions: Recruitment and Selection, Employment Benefits Administration and Training and Development.
Working knowledge of personal computers utilizing Microsoft Office – Outlook, Word, Excel, PowerPoint and Visio is required. Knowledge of an HRIS database is desired can either be PeopleSoft, Ultimate Software or any related/similar software.