Human Resources Assistant (Office Based - Asheville NC)

LOCATION: Asheville, NC - this is an office-based position located at our Ridgefield office in Asheville, NC that operates Monday - Friday from 8:30am-5:00pm EST. Prefer the person in this role live in North Carolina or within 40 miles of the NC border.

GENERAL STATEMENT OF JOB

This position is responsible for assisting the Human Resources (HR) department in a variety of functions including records management and providing administrative support for the Benefits, Compensation, HRIS, Talent, and Organizational Development teams. This position requires a high degree of integrity, collaboration, and confidentiality that drives high-quality results.

ESSENTIAL JOB FUNCTIONS

HR Records Management:

• Coordinate/process/manage personnel files in compliance with Vaya records retention schedule and ensure records are compliant with accreditation standards
• Assist in gathering and preparing requested personnel files
• Maintain separate employee workers compensation and medical files
• Maintain training, performance, and license/credentials records
• Prepare, process, and review a variety of documents, including applicant/employee files
• Assist in organizing and maintaining the HR Records and Documents within the Vaya Employee Resource Network (VERN)
• Maintain the integrity and confidentiality of HR files and records in compliance with Vaya Health policies and procedures

HR and Organizational Development Administrative Assistance:

• Assist with New Employee Orientation (NEO) and onboarding,
• Communicate with new employees and respective managers regarding NEO and training; ensure deadlines are met
• Assist the Organizational Development (OD) team in the management of professional development and performance management programs; communicate with various stakeholders
• Assist with the HR Team email and HR fax; route to appropriate HR staff
• Schedule meetings, sort/distribute office mail, and maintain departmental files
• Proofread materials for correct grammar, spelling, and punctuation
• Type a variety of documents in drafts and final form
• Organize, schedule, and monitor Teams meetings for HR training/learning efforts
• Assist in maintaining and organizing the HR databases and files, including but not limited to, processing new hires, status changes, pay increases and terminations
• Answer routine questions, distribute, and explain forms
• Establish and maintain cooperative work relationships among departments
• Communicate updates to HR team members orally and in writing
• Maintain department supplies and process invoices for payment
• Monitor North Carolina Department of Commerce, Employment Security Site and update manager of required responses
• Manage end of month new hire/termination spreadsheet
• Assist with maintaining and submitting HR Benefit spreadsheet to payroll on a bi-weekly basis

Verifications:

• Assist with running a monthly OIG Exclusion check of all Vaya Employees as required by Vaya Health policy
• Assist in maintaining Vaya Employee licensures ensuring HR has current documentation in compliance with Vaya Health policy
• Conduct outside verification of employment requests
• Assist in completing Public Service Loan Forgiveness documents for employees

Other duties as assigned.

KNOWLEDGE, SKILLS, & ABILITIES

• Strong and effective interpersonal skills
• Establish and maintain cooperative work relationships among departments
• Ability to communicate with HR team members in a timely manner
• Ability to manage important and complex records
• Basic principles and procedures of public human resources administration
• Strong organizational and time-management skills
• Must be proficient with Microsoft Office (Word, Excel, Outlook, PowerPoint, etc.)
• Ability to maintain confidentiality of personnel records and sensitive HR issues
• Ability to maintain accurate records and files
• Self-starter with a high level of creative initiative and a positive disposition
• Ability to handle multiple tasks and deadlines, often in a fast-paced environment
• Must be willing and able to work within a team setting
• Supporting simple to complex tasks and projects
• High attention to detail

EDUCATION & EXPERIENCE REQUIREMENTS

High School Diploma or GED and 3 years of administrative or records management experience required. Associate or higher-level degree preferred.

MENTAL/PHYSICAL REQUIREMENTS

• Close visual acuity to perform activities such as preparation and analysis of documents; viewing a computer terminal; and extensive reading.
• Physical activity in this position includes crouching, reaching, walking, talking, hearing and repetitive motion of hands, wrists and fingers.
• Sedentary work with lifting requirements up to 10 pounds, sitting for extended periods of time.
• Mental concentration is required in all aspects of work.

RESIDENCY REQUIREMENT: This is an office-based position located at our Ridgefield office in Asheville, NC that operates Monday - Friday from 8:30am-5:00pm EST. Prefer the person in this role live in North Carolina or within 40 miles of the NC border.

SALARY: Depending on qualifications & experience of candidate. This position is non-exempt and is eligible for overtime compensation.

DEADLINE FOR APPLICATION: Open Until Filled

APPLY: Vaya Health accepts online applications in our Career Center, please visit https://www.vayahealth.com/about/careers/.

Vaya Health is an equal opportunity employer.