People & Culture Administrative Assistant

Position: People & Culture Administrative Assistant

Hours/Week: 40

Compensation range: $20/hr

Internal Job Code: PC-AA

Organization Overview

Since 1906 YWCA Utah has been a voice for women, a force for change, and a place for hope. Our enduring belief is that better lives for women - all women - will lead to stronger families and communities. YWCA is Utah's most comprehensive provider of family violence services; our programs include walk-in services and a crisis line, emergency shelter, transitional housing, children's programs, and a vast array of supportive services. In addition to our work in the area of family violence, the YWCA also reaches out broadly into the community with offerings for every woman, including a nationally accredited child care and early education center, leadership opportunities for women at all life stages, and opportunities to participate more fully in civic life.

Mission: YWCA Utah is dedicated to eliminating racism, empowering women,

and promoting peace, justice, freedom, and dignity for all.

YWCA Utah is an equal employment opportunity employer and values a diverse workplace.

Benefits - Full-Time

In addition to being a part of an organization dedicated to race & gender equity in Utah, benefits of working at YWCA include:

• Paid parental leave (six weeks after 12 months of employment)
• Generous package of vacation, sick, and bereavement time available to all employees (amount accrued varies based on hours/week)
• Health and dental insurance eligibility for employees, partners, and dependents
• 11 paid holidays
• Employer retirement contribution of up to 10.5% of gross annual salary when eligible
• Professional development with internal and external training opportunities
• Free Employee Assistance Program providing counseling options to employees, partners, and dependents

Position Summary

The People & Culture Administrative Assistant reports to the People and Culture Director and provides administrative support to the team including record-keeping, file maintenance, and HRIS maintenance and review. They will assist with guiding employees through various People & Culture processes, leveraging systems and driving self-service to answer questions employees may have about YWCA Utah policies, procedures and guidelines. The People & Culture Coordinator will also help identify and create policies and procedures with lens toward race and gender equity.

Essential Job functions

• Maintains accurate and up-to-datepersonnel files, records, and documentation.
• Reviews data regularly for inconsistent and incomplete information.
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level staff or management.
• Maintains the integrity and confidentiality of human resource files and records.
• Performs periodic audits of personnel files and records to ensure that all required documents are collected and filed appropriately.
• Provides clerical support to the People & Culture department.
• May assist with payroll functions including processing, answering employee questions, fixing processing errors, and distributing checks.
• Acts as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers.
• Assists with new hire orientation.
• Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
• Performs customer service functions by answering employee requests and questions.
• Assists with recruitment and interview process.
• Supports team to onboard and offboard employees effectively.
• Assists with all internal and external People & Culture related inquiries or requests.
• Ensures the organization is meeting all requirements for employee background checks from grant contracts with guidance from our grants team.
• Prepares required documents as requested by grant contracts during review and audit periods and directed by our grants team.
• Work with the People & Culture team to Ensure compliance with all state and federal employment laws and regulations.
• Gives actionable insights to improve employee engagement, drives project initiatives and fosters a positive employee experience
• Coordinates training and assists with the tracking of all training.
• Files documents into appropriate employee files.
• Proactively assist in addressing employee concerns as appropriate.
• Completes hiring paperwork including forms i-9, verifies i-9 documentation, and maintains i-9 files.
• Performs other related duties as required

Competencies & Essential Skills:

• Problem Solving/Analytical Thinker: Ability to solve and analyze problems effectively and efficiently.
• Communication/Interpersonal Skills: Ability to provide exceptional customer service to supporters, partners, board members and co-workers. Exceptional communication skills and ability to respond to difficult situations.
• Time Management: Ability to multitask and work efficiently within close time constraints. Ability to work under pressure and in a stressful environment.
• Business Knowledge: Ability to master the components of a multi-disciplinary and multi-programmatic organization and partner organizations. Knowledge and understanding of Anti-racism, gender equity and violence against women.
• Organization: Strong organizational skills and ability to prioritize efficiently and meet deadlines.
• Judgement and Decision Making: Ability to exercise initiative, sound judgement and problem solving techniques in the decision-making process.
• Technology/Tools: Ability to use various computer systems and applications including proficiency in online and electronic communication strategies.
• Commitment to mission: Demonstrates commitment to YWCA Utah's mission and philosophy. Actively engages in YWCA Utah's anti-racism work.
• Compliance: Adhere to YWCA Utah's policies and is committed to act legally and ethically within the scope of the work.

Ideal candidates will have the following:

1. Welcoming & inclusive personality
2. General knowledge of direct victim services, violence against women and sexual violence issues; gender and race equity, from a feminist perspective.
3. Understanding of equity, anti-oppression and trauma-informed philosophies.

Qualifications
No Human Resources experience necessary. Only a desire to learn and contribute!

• Excellent Microsoft Sharepoint and computer skills.
• Fantastic attention to detail.
• An understanding of, and agreement with, YWCA Utah's mission, values and philosophy regarding the elimination of racism, empowerment of women and commitment to anti-oppression work and social justice.
• Understanding and commitment to issues of cultural diversity and anti-racism.
• Excellent organizational skills.
• Proficiency with general office duties, computer systems and technology.
• Demonstrated ability to work independently, manage time, evaluate progress, and adjust activities to complete projects within established timeframe.
• Ability to collaborate and invite collaboration.
• Able to demonstrate skills in effective communication, conflict resolution and problem solving.

Physical/Sensory Demands

Work is generally performed in a safe and comfortable office environment. While performing the duties of this job, the employee is regularly required to: sit for long periods of time; use computer to enter data; use telephone to converse with customers and employees; walk and stand for long periods of time; perform repetitive wrist, hand and/or finger movement. Travel to attend conferences, training, outreach and other events occurs routinely. Rarely required to lift up to 30 lbs.

Equal Opportunity Employer

YWCA Utah is an Equal Opportunity Employer (EOE). If you need assistance or an accommodation during the application process due to disability, it is available upon request. No applicant will be penalized as a result of such a request.