Human Resources Assistant

Description

Position Summary

The HR Assistant supports the day-to-day operations of the Human Resources department by coordinating administrative processes, maintaining HR systems, and supporting staff and leaders across the organization.

This role serves as the operational backbone of the HR team, helping ensure smooth onboarding, compliance tracking, employee documentation, and HR system updates. By managing core administrative functions, the HR Assistant enables the Human Resources team to focus on strategic initiatives such as employee relations, talent acquisition and development, compensation, and organizational culture. The HR Assistant partners with HR leadership to support efficient processes across all areas of the department in service to employees throughout the YMCA of Greater Grand Rapids.

This position offers an opportunity for professional growth within the HR field. The HR Assistant will gain exposure to a wide range of Human Resources functions and initiatives, building foundational knowledge and experience that can support advancement within the Human Resources profession.

This position requires strong organizational and communication skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced, mission-driven environment.

Essential Functions

• Maintain employee personnel records and ensure accurate documentation within the HRIS system. Develop and maintain records retention procedures
• Support onboarding processes including background checks, new hire documentation, system access, and training assignments.
• Serve as a first point of contact for applicant and staff inquiries and route questions appropriately within the Human Resources team.
• Support talent acquisition with posting internal and external job openings, screening applicants, attending career events, and maintaining applicant tracking systems.
• Create and maintain HR forms, templates, and documentation used across the organization.
• Maintain accurate electronic employee records within HR systems including Paylocity and internal tracking tools.
• Complete internal and external employment verifications
• Monitor compliance items such as training completion, certifications, background checks, and required documentation.
• Assist with recurring HR and payroll audits and compliance processes. Support internal reporting related to employee data and HR processes.
• Support in all aspects of the employee lifecycle
• Coordinate onboarding logistics including scheduling orientation sessions and preparing new hire materials.
• Support employee offboarding processes including documentation and system updates.
• Provide administrative support for benefits administration and open enrollment processes.
• Assist with recruitment coordination including scheduling interviews and candidate communication.
• Provide operational support to the HR team including meeting coordination, document preparation, and internal communications.
• Assist with HR projects such as recruitment coordination, event planning, engagement initiatives, system implementation, and departmental reporting.
• Attend meetings as needed to support in HR representation and documentation.
• Support leaders across the organization by ensuring HR processes run smoothly and efficiently

Perform additional duties as assigned to ensure the success of the YMCA and its mission-driven work.

Compensation

$22.00 - $24.00 ; Full-Time, Non-Exempt (40 hours/week)

Benefits

• Free YMCA Family Membership – Enjoy full access to facilities & program discounts for you and your family!
• 20% Childcare Discount – Discount is off the regular rate for each child enrolled in a YMCA childcare program, excluding the infant room.
• Comprehensive Medical Coverage – Up to 93% employer paid plan options through Blue Care Network.
• Dental and Vision Insurance – low-cost coverage options.
• Health Savings Account (HSA) – Receive up to $1,040 in employer contributions each year to help cover qualified medical expenses.
• Generous Paid Time Off – Beginning with 3 weeks of PTO per year, plus 9 paid holidays.
• Paid Parental Leave - Dedicated time off to support you during the arrival or adoption of a child.
• Retirement Savings – 12% employer retirement contribution, no match requirement (upon eligibility) and a 403(b) savings plan.
• Paid Disability Leave – short & long term disability coverage.
• Life Insurance – employer paid life insurance, plus voluntary coverage for the entire family.
• Optional Insurance – Customize your coverage with options like accident, hospital, pet, and legal insurance, plus more to fit your lifestyle and needs.
• Pay on Demand – Access your earned wages before payday.
• Professional Growth – Access to ongoing training, development programs, and career advancement opportunities.
• Loan Forgiveness - Eligible employees can also take advantage of Public Service Loan Forgiveness (PSLF).
• Employee Assistance Program (EAP) – Free, confidential resources and counseling for you and your family.

Requirements

 Qualifications

• Education: High school diploma or General Education Diploma (GED) required; Bachelor’s degree (BA, BS) in Human Resource Management preferred but not required
• Experience: 1 -3 years of administrative support, office management, or HR administration required 
• Proven Expertise: Strong human relation skills, oral and written communication skills, and organizational skills; a strong sense of time management; high attention to detail; and the ability to exercise discretion required. Strong proficiency with Microsoft applications including Excel and Word required. Ability to learn and operate Association HRIS systems.
• Mission-Driven Leadership: Ability to interact with people of all ethnic backgrounds, ages and lifestyles.

Certificates and Licenses

• Blood Borne Pathogen training
• State of Michigan criminal background clearance (ICHAT) 

Work Environment and Physical Demands

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. 
• Ability to communicate effectively to all levels of the organization. 
• Ability to apply critical thinking skills to troubleshoot and perform root cause analysis. 
• Ability to present data and concepts to large groups of people and be understood. 
• Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. 
• Ability to apply common sense understanding in order to carry out instructions furnished in written, oral, or diagram form. 
• Ability to define problems, collect data, establish facts, and draw valid conclusions.

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand. The employee is occasionally required to walk, climb, or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and the ability to adjust focus. 

Recruitment Timeline

• Application Deadline: March 29 
• First-Round Interviews (Phone): April 2–3 
• Second-Round Interviews (Virtual): April 19 
• Final-Round Interviews (In-Person Panel): April 16 
• Anticipated Start Date: May 4