HR Assistant

Classification: Full-Time, Non-Exempt, At-Will

Reports to: HR Operations Manager

Department: Operations - HR

Location: Onsite: South San Francisco, CA.

Location Status: Work will be primarily performed onsite in our office in South San Francisco, CA. Occasional travel to and work from other Race offices or other off-site locations will be required.

Beware of scams that target job seekers. Race Communications will never provide a job offer without a comprehensive interview process (including in-person or secure video conferencing), request sensitive information through unsecure platforms such as email or text messaging, require candidates to pay fees, or pressure candidates to act without careful consideration. You can get more information about Race Communications at Race.com or contact our recruiting team directly.

About Us:

As the leading provider of 10G fiber internet in California, Race Communications is a company built by the needs of the communities that we serve. In collaboration with the California Public Utilities Commission and many non-profit community advocacy groups, we build next-generation fiber infrastructure where others won’t, serving over 30 communities across the state.

Working for Race means being dedicated to bringing cutting-edge fiber internet to rural and urban communities, providing opportunities, enhancing technology, and enabling access for generations to come.

Summary:

The HR Assistant plays a crucial role in supporting various human resources functions and initiatives within the organization. This is an entry role and involves providing administrative assistance to the HR department, facilitating employee interactions, and ensuring compliance with HR policies and procedures. The HR Assistant will assist with onboarding processes, maintain employee records, and support employee relations activities. Additionally, they will assist with HR projects, coordinate training sessions, and handle general inquiries from employees regarding HR matters. The ideal candidate will possess strong organizational skills, attention to detail, and a customer-oriented approach to HR support.

This individual should be able to communicate and work effectively with external service representatives and internal team members who possess a wide variety of backgrounds, personalities, and communication skills. This individual should be able to work effectively in a dynamic, fast-paced, and evolving environment while maintaining a productive professional demeanor. This individual must be capable of working independently, as well as collaboratively with other Race team members across teams and levels of our organization.

Qualifications and Experience:

• Eligibility for US Employment without sponsorship
• Minimum of 18 years of age
• Associate degree (A.A./A.S.) in a related field of study
• Minimum of 2 year of work experience in an administrative role, preferably in Human Resources or related field of work, or an equivalent combination of education and work experience is preferred
• Basic knowledge of HR laws and regulations is preferred
• Working knowledge of HRIS systems – experience with ADP Workforce Now or TotalSource is preferred
• Managed sensitive and confidential information with a track record of maintaining data security protocols
• Experience with preparing reports and business correspondence, demonstrating proficiency in generating structured and insightful documents
• Experience managing multiple projects concurrently, with a track record of consistently meeting or exceeding established deadlines
• The ability to effectively communicate in English, including speaking, reading, writing, and comprehension, as necessary for effective job performance and workplace communication
• Proficiency in Spanish Language a plus

Skills:

• Proficient use of MS Office applications including Teams, Word, Excel, and PowerPoint; teleconferencing applications
• Functional use of common office equipment, computers, and office software
• Strong time management skills, with the ability to manage priorities and workflow
• Commitment to accuracy and high standards for quality of work
• Ability to work with all levels of team members and management
• Excellent problem resolution and customer service skills
• Ability to deal effectively with a diversity of individuals at all organizational levels
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Excellent verbal and written communication skills
• Ability to work on complex projects with general direction and minimal guidance
• Versatility, flexibility, and willingness to work within constantly changing priorities with a sense of urgency
• Good judgement with the ability to make timely and sound decisions
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Ability to effectively present information and respond to questions

Essential Duties and Responsibilities:

Administrative Support:

• Assists with the day-to-day operations of the HR department, including but not limited to electronic filing, data entry, scanning, photocopying, and maintaining HR records
• Handles telephone calls and emails in a professional and timely manner, directing inquiries to the appropriate HR staff members as needed
• Schedules appointments and meetings, arranges conference calls, and coordinate logistics for HR-related events

HR Policy and Compliance:

• Assists with administration of company-wide human resources policies, procedures, and practices in accordance with stated corporate objectives and federal and state legal requirements
• Assures required labor law posters are in place
• Verifies I-9 documentation and maintains that they are current
• Ensures compliance with labor regulations
• Assists with audits of payroll, benefits, or other HR programs and recommends corrective action
• Follows up with employees on updated /new policy acknowledgment
• Assists with timecard monitoring, reviewing, and providing process guidance

Data Analytics Support:

• Assists in gathering and analyzing HR-related data for reporting purposes
• Supports the HR team in conducting data audits to ensure accuracy and completeness
• Helps maintain HR databases and systems, ensuring data integrity and security
• Assists in generating regular and ad-hoc reports on HR metrics and trends
• Provides administrative support for data-related projects and initiatives within the HR department

Communication and Coordination:

• Handles telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls and/or virtual meetings
• Responds to employee’s benefits questions, resolves problems regarding access to or payment of benefits, and orients newly eligible employees
• Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing

Recruitment and Onboarding:

• Coordinates hiring process, including but not limited to conducting background and reference checks and issuing job confirmation letters
• Assists with onboarding new candidates; schedules and coordinates new employee orientations; prepares new employee files

Employee Performance and Termination:

• Supports Employee Success role in organizing periodical employee performance reviews
• Supports processing of terminations

Benefits Administration:

• Responds to employee inquiries regarding benefits, eligibility, and enrollment processes
• Follows up with newly hired employees on enrolling or declining benefits
• Assists with benefits administration tasks, including coordinating open enrollment activities

HR Compliance and Documentation:

• Maintains employee files and database
• Ensures compliance with HR policies, procedures, and legal requirements by maintaining accurate and up-to-date employee records and documentation
• Assists with maintaining HR-related databases and systems, inputting employee data, and generating reports as needed

Employee Relations Support:

• Assists in addressing employee inquiries, concerns, and complaints, escalating issues to HR management as necessary
• Supports employee relations activities, such as organizing employee events or recognition programs

General Support and Miscellaneous:

• Maintains cleanliness, tidiness of SSF office
• Maintains and inventories snack and office supply for SSF and other employee locations, as required
• Addresses minor cleaning needs such as maintaining cleanliness and tidiness utilizing a ticketing system or other communication methods to resolve custodial related issues as needed
• Conducts daily mail checks and distribution across designated locations
• Handles incoming and outgoing mail and packages
• Handles onsite new hire process including printing materials, prepare workstations, introductions to team, office tour
• Communicates with building management
• Drops-off/picks-up deliveries, such as FedEx
• Processes other HR functions, such as administration of, but not limited to Employee Status Changes, Leaves of Absence, Reasonable Accommodation, Workers Compensation
• Performs other administrative tasks and projects as assigned by HR management
• Collaborates with HR team members to support departmental goals and initiatives

Other duties as necessary may include but are not limited to:

• Successfully complete assigned training and examinations, as well as participate in ongoing performance and development reviews, and goal setting
• Be available to participate in internal or external meetings, special functions, and professional development opportunities
• Cross-train and share knowledge with other team members
• Support routine tasks
• Maintain a professional appearance, hygiene, and demeanor

As Part of Our Team, You Will Enjoy:

• 100% Employer-paid medical, dental, vision, and life for all our employees
• 401 (k) with 100% Employer-matched up to 4% of your annual income
• Generous paid time off including sick, vacation, holiday and birthday pay
• Company provided equipment including uniforms, safety, tools, vehicle, and tech
• Free Race TV, highspeed internet, cable, and phone service where available
• Working as part of our diverse team that fosters a culture of appreciation and collaboration, where every member is valued as an integral part of our success

All offers of employment are contingent until all pre-employment requirements are met. These requirements, which vary by position, may include drug and background screenings as well as Motor Vehicle and DOT related screening and reporting requirements. Race will consider qualified job applicants with arrest and conviction records for employment.

All new employees will participate in the mandatory 'Speedway to Success' (Speedway) orientation at one our offices located in either Tehachapi, Yuba City, Chico, or South San Francisco, CA. The duration of the Speedway program spans from 1-3 weeks, depending on the position. During Speedway the schedule will vary; you may not work full 8 hour days and there may be off days. Applicants further than 50 miles from these training locations will be provided with necessary travel accommodations as part of the onboarding process. Applicants 50 miles or less from these locations will be considered regular commute. For those working remotely, virtual attendance will depend on position requirements. Further details will be provided to you during the interview process, and before your start date.

Race Communications is an equal opportunity employer who welcomes applications from individuals (with or without reasonable accommodation), with the skills, experience, and dedication to excel in their roles without regard to race, religion, color, sex/gender (including pregnancy, childbirth, breastfeeding, or related medical conditions), sex stereotype, gender identity/gender expression and sexual orientation, national origin, ancestry, physical or mental disability, medical condition, genetic information/characteristics, marital status/registered domestic partner status, age, sexual orientation, reproductive health decision-making, military or veteran status or any other basis protected by federal, state, or local law, ordinance, or regulation.

Reasonable accommodation(s) for qualified individuals with disabilities are available as part of the application and interview processes. If accommodations are needed during the application or interview process, or workplace accommodations are required after a job offer is made, please contact recruiting@race.com to initiate the interactive process.

Updated: 05/2024