Human Resources Assistant

Job Summary:

The HR Support Specialist is a key support role within the Human Resources department at Medtrans, Inc. This position is designed for a proactive, detail-oriented individual who can assist with a variety of HR-related functions, including recruitment, onboarding, payroll, benefits administration, employee relations, training, compliance, and more. The HR Support Specialist will support the HR Director. in all facets of HR operations and perform other duties as assigned.

Supervisory Responsibilities:

• None

Essential Task, Duties and Responsibilities:

• Onboarding:

  • Assist with the onboarding process for new hires, ensuring all required paperwork is completed.
  • Conduct inductions for new employees, introducing them to company policies, benefits, and culture.
  • Ensure new hires are scheduled for necessary training and certification sessions.

• Payroll Support:

  • Assist with payroll processing by collecting and verifying employee hours, including overtime and on-call pay.
  • Ensure accurate payroll documentation and assist in addressing any discrepancies or questions from employees.
  • Maintain confidential payroll records and assist in the timely submission of payroll reports.

• Benefits Administration:

  • Assist with benefits enrollment, including health insurance, retirement plans, and PTO.
  • Respond to employee inquiries regarding benefits options, changes, and eligibility.
  • Ensure that employee benefit records are updated and maintained accurately.

• Employee Records Management:

  • Maintain accurate and up-to-date employee records, ensuring compliance with state and federal regulations.
  • Process and update records for employee transfers, job classification changes, salary increases, and other employment matters.
  • Regularly audit employee records to ensure they meet compliance standards and company policies.

• Policy and Procedure Development:

• Communicate policy and procedure updates to employees in a clear and timely manner.

  • Assist in implementing and enforcing company policies related to attendance, workplace conduct, and employee behavior.

• Employee Inquiries:

  • Serve as a point of contact for employees with HR-related questions or concerns.
  • Provide accurate and timely information to employees regarding policies, procedures, benefits, payroll, and general HR matters.
  • Assist with resolving employee concerns and directing more complex issues to the HR Director.

• Termination Process:

  • Assist with the termination process, ensuring all necessary paperwork is completed and documented.
  • Conduct exit interviews to gather feedback on the employee’s experience and reasons for leaving.
  • Ensure compliance with applicable laws and company policies during the termination process.

• Reporting:

• Assist in the preparation of HR reports, including attendance, new hire, and turnover reports.
• Help track key HR metrics and assist in preparing data for performance reviews, audits, and management reports.
• Ensure reports are accurate and submitted in a timely manner.
• General HR Paperwork:
• Process paperwork related to employee transfers, job classification changes, promotions, and salary increases.
• Ensure that all paperwork is completed accurately and filed in the appropriate employee records.
• Support the HR team with other administrative tasks as needed.
• Support for Special Projects:
• Assist the HR Director with special projects as needed, including research, policy updates, employee engagement initiatives, and process improvements.
• Proactively suggest improvements to HR processes to increase efficiency and effective

Qualifications and Requirements

• Education:

  • High School diploma or equivalent required.
  • Associate’s degree in Human Resources, Business Administration, or a related field preferred.

• Experience:

  • 1-2 years of experience in administrative roles, ideally in HR or a healthcare-related environment.
  • Familiarity with recruitment, payroll, benefits, and employee relations functions preferred.

• Skills:

  • Strong organizational skills with the ability to prioritize tasks and handle multiple responsibilities.
  • Excellent communication skills, both verbal and written, with a professional and approachable demeanor.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and HRIS (Human Resources Information Systems).
  • Knowledge of California labor laws, wage and hour laws, and workplace safety regulations (OSHA, HIPAA) is a plus.
  • Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
  • Adaptability to changing priorities and a positive, team-oriented attitude.

Physical Demands

• Ability to sit for extended periods of time.
• Ability to lift up to 20 pounds when handling HR-related materials or office supplies.
• Ability to operate standard office equipment such as computers, phones, and printers.

Work Environment

• Fast-paced office-based environment 
• Occasional travel may be required for recruitment events, training sessions, or employee meetings.

EEO Statement

Medtrans, Inc. is an Equal Opportunity Employer and does not discriminate against applicants or employees based on race, color, sex, gender identity, sexual orientation, religion, national origin, age, disability, or any other legally protected status. We are committed to providing a diverse and inclusive workplace that respects all employees.