H.R. Assistant/Benefits Coordinator

Recruiting Opportunity Closes: 03.02.2025

Hourly Wage: $23.00

Hours Per Week: 40

Status: Hourly, Full Time

Number of Positions: 1

Department: Human Resources & Payroll

Position Title: Human Resources Assistant/Benefits Coordinator

The Salvation Army Mission Statement:

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.

Application Instructions:

Complete the online job application, upload a resume and cover letter.

To apply online go to: H.R. Assistant / Benefits Coordinator

To apply in person go to 8495 SE Monterey Ave., Happy Valley, OR 97086. Bring a resume and cover letter and complete the job application provided to you. Incomplete applications will not be accepted.

Questions, contact Donald Davis at donald.davis@usw.salvationarmy.org or call (503) 794-3208. Mr. Davis is the sole point of contact for questions regarding this position.

Recruiting Accommodation Statement:

To obtain assistance with accommodations related to the American's with Disabilities Act (ADA) concerning your application process, please contact 1-888-887-6528 or email thq.reporting.line@usw.salvationarmy.org, attention Eric Hansen or Sheila Jordan.

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Education and Work Experience:

1. Education: Preferred - Associates Degree or Certification from an accredited college or trade school in Business Administration, Office Management, or a related field. Required - High school diploma or GED.
2. Work/Professional Experience: Preferred - experience of 5 - 7 years in a Human Resources environment or administrative position. Required - 3 years business office experience.

Scope & Purpose of Position: The Human Resources Assistant/Benefits Coordinator performs a wide variety of duties in a multi-tasking environment that support and enable the Divisional Director of Human Resources (DDHR) to meet and accomplish the expectations and requirements of his/her position and of the Human Resources/Payroll Department. The purpose of the position is to assist the DDHR in discharging his or her duties. The Administrative Assistant's job is to perform tasks and projects to allow the DDHR to focus on his or her priorities.

Knowledge, Skills and Abilities Required:

Knowledge required: use a computer effectively and efficiently in the working environment; use standard office machines (e.g., fax, copier, multi-line telephone, keyboard); use standard office practices and procedures; read, write, and speak the English language to express ideas and communicate effectively.

Skill required: type 40 wpm with minimal error; perform data entry using database program; use Microsoft software (primarily Outlook, Word, Excel, and Teams; less frequently Publisher and PowerPoint) to correctly create basic documents (notes, memos, emails) and reports, and presentations. Adobe Acrobat Pro, use basic math (add, subtract, multiply, divide); establish effective working relationships; attention to detail.

Ability required: Service oriented. Interact with individuals using generally accepted business behaviors and standards. Use interpersonal skills to deal effectively with others in favorable and unfavorable situations. Train, plan, and direct the work of others (on a temporary basis). Organize, prioritize, and plan own work. Multitask, i.e., change work focus or respond to change of conditions and interruptions in workflow. Learn new systems and procedures. Problem solves, i.e., the ability to identify problems and find effective solutions. Public speaking and presentations.

Essential Duties and Responsibilities:

HR/Payroll Department

1. Assist the DDHR with communications (verbal and written) to headquarters, corps, centers, and employees. This includes but is not limited to telephone, email, all types of mailings and preparing various types of correspondences, forms and reports as needed. The DDHR's correspondence, email, and telephone messages may be forwarded to or accessed by the Human Resources Assistant/Benefits Coordinator to facilitate timely responses from that office.
2. Assist, as needed, with special projects and requests for information as needed such as training, information, and reports needed by Salvation Army units.
3. Provide support, as needed to the Human Resources Specialist/Protecting the Mission Coordinator.
4. Possess sufficient knowledge and understanding of the Western Territory Handbook for Employees and governmental employment regulations to provide information about policies, procedures, and legal obligations to centers of operation in the division.
5. Receive and prepare personnel documents, as needed, for Command Finance Council review. Processes same documents as needed with Salvation Army units; return or forward approved documents to units and Payroll Department.
6. Assist, as needed, with processing background checks and employment eligibility verifications.
7. Assist, as needed, with processing new employee hires, transfers, pay, and status changes in the HRIS/Payroll (Ultimate Kronos Group (UKG)) system to meet payroll deadlines.
8. Responsible for maintaining employee performance reviews data and files for all division locations including Divisional Headquarters. Give supervisors timely notification of subordinates' reviews due dates and follow-up with supervisors as necessary for timely completion.
9. Assist, as needed, with the timely processing and completion of employment/separation information requests from The Salvation Army's Unemployment Compensation Representative.
10. Assist, as needed, the DDHR with fulfilling all aspects of Affirmative Action Plan (AAP) compliance requirements. This includes

Benefits

1. Responsible for timely entering enrollments, changes, and deletions to employee insurance and other benefit plans in HIRS/Payroll system.
2. Ensure proper amounts for payment of insurance premiums are deducted from employee compensation. Corrects and resolves inaccuracies and errors.
3. Serve as the primary liaison between employees and the health plan/benefit administrators for any questions and problems regarding their coverage.
4. Coordinate open enrollment informational and plan materials for all units in the division, communicating, for example, benefits offerings, changes, and costs.
5. Provide, as needed, benefit presentations for the employees in the division.
6. Assist with, as needed, coordination of divisional Workers' Compensation benefits for employees and officers.
7. Assist employees with completion of their employee retirement forms for transmission to Territorial Human Resources Department. This includes being cross trained in the work tasks of the Human Resources Data Specialist.

Other

1. Participate in training divisional personnel in information and processes related to position and department. Training will be in person and remote using Teams or Zoom.
2. Relieve at Reception Desk as requested.
3. Participate in the Human Resources Department's Christmas efforts.
4. Maintain confidentiality in handling all departmental matters. Disclosure of information must be limited only to those who need to know or as otherwise authorized.
5. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
6. Vacation is not ordinarily available between November 1 and December 25.
7. Regular and punctual attendance.
8. Other duties as assigned.

Physical Requirements:

Reaching - extending hands and arms in any direction.

Fingering - picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.

Pulling - using upper extremities to exert force to draw, haul or tug objects.

Lifting - raising objects from a lower to a higher position or moving objects horizontally from position-to-position.

Pushing - using upper extremities to press against something with steady force to thrust forward, downward, or outward.

Grasping - applying pressure to an object with the fingers and palm.

Talking - expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to others accurately, loudly, or quickly.

Hearing - perceiving the nature of sounds at normal speaking levels with or without correction. Repetitive motion - substantial movements (motions) of the wrists, hands, and/or fingers.

Driving or riding in a motor vehicle at night and in all types of weather conditions encountered in work locales.

Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. Visual acuity to operate motor vehicles.

Environmental Conditions:

Not substantially exposed to adverse environmental conditions (such as in typical office or administrative work.).

MISCELLANEOUS:

May travel overnight or out-of-state. Must be able to travel by airplane.

Work is performed in a religiously influenced (Christian) environment.

This position is 40 hours per week. The daily schedule, to be established with the supervisor between the hours of 7:30 AM and 4:00 PM, with a half hour for lunch at mid-point of the workday. There are two 15-minute breaks scheduled at mid-point of the morning and afternoon shifts. There may be occasions when, due to business necessity, this time frame may be altered, or you will be asked to work additional time. In these instances, every effort will be made to provide you with advance notice.

The employee works with minimum supervision and the work involves a high degree of independence. May be required to make independent decisions that may involve unique or unusual situations and/or complex issues and dealing with demanding requests and/or timelines.

The candidate chosen for this position will be required to pass a criminal history information check. Conviction of a crime will not automatically preclude employment. The circumstances involved in the conviction(s) will be considered.

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order to meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is reasonable and no undue hardship would result.

Supervisor: Director of Human Resources