Job Description :
Position: Associate HR Coordinator
Location: Thousand Oaks, CA 91320
Duration: 6 months w/ possibility of extension

Red Flags: Consistently jumping from one job to another.
Interview Process: Phone & in-person interview.

Coordinate the day-to-day file room duties. File all personnel documents including but not limited to new hire files, terminations, leaves of absence, and some benefits documents.
Update files with name changes. Process terminations by pulling, labeling, and re-filing the file with other terminated files.
Fulfill file room requests to make copies and deliver to various locations on to campus or coordination of delivery of documents to non-Thousand Oaks locations.
Pull and send files via UPS when requested by other sites or for transferring staff members. Manage offsite archiving and archive retrieval process and activity.
Complete requests for copies of specific documents and deliver them to the requestor within the service-level agreements. Fulfill file copy requests in accordance with state law requirements.
Fulfill subpoena requests for Law as well as requests for corporate compliance, SOX audits, and SCRMA workers-compensation claims - due to the often urgent nature of these requests, high attention and action is required.
Maintain HR and executive files separately and ensure the security of these files. Investigate location of missing files or documents.
Working with HR Connect, pull information in SAP and OPUS to determine employee status and location.
Mail termination letters with a copy of proprietary agreements to termed staff member’s homes.
Maintain and send identified documents to California terminated staff (i.e., required EDD documents which includes the preparation of customized materials
Monitor/identify and provide information/direction to HR Business Partners for repayment agreements which may be required from departing staff members.
Process, log, and e-mail to payroll all approved CA meal policy waiver forms.
For records retention, assist with the identification of files to be archived. Pull, box, and carefully track files to be archived and arrange pick-up and delivery with the records retention vendor.
Prepare accurate reports sent to our Corporate Records group of precisely what files were archived offsite. Open, sort, and deliver HR Connect mail.
Answer telephony inquiries from a dedicated phone line and email inquiries, and triage / escalate issues according to defined processes and procedures. Examples include answering inquiries and providing navigational support relating to Client’s HR system – Workday.
Utilize a knowledgebase program for guidance. Utilize an incident management tool to manage inquiries and transactions. Provide excellent customer service as measured by Service Level Agreements and call center metrics. Manage and maintain the knowledgebase program and suggest improvements for ongoing development.
Contribute to improving relationships and service levels with staff and HR COE partners by pro-active communications as well as timely and effective responses.
Perform transactional work in Workday. Generate standard reports and perform audits on transactional work and other processes. Contribute to knowledge sharing within the team.
Provide feedback on process and technology improvements. Support and back up other team members in their daily activities. Support and sustain positive work environment that fosters team performance through own work and behavior. Manage other assigned activities, as needed.

Bachelor’s degree OR Associate’s degree & 4 years of directly related experience OR High school diploma / GED & 6 years of directly related experience.
2 years of working in a call center environment with experience handling administrative duties.
Experience with Excel, Outlook, Word (Intermediate user
Experience working in a team environment-position will be working with multiple individuals and supporting a large organization / customer base.

Preferred Qualifications:
Bachelor’s degree in Business Administration, Economics, Psychology, or other Liberal Arts majors.
2 or more years work experience in human resources or customer service.
Effective analytical thinking, attention to detail or related internship experience demonstrating same.
Ability to communicate effectively verbally and in writing.
Ability to communicate effectively in written and spoken Spanish.
Strong working knowledge of Microsoft Word, Excel, and Power Point.
Able to multi-task in a fast paced environment to meet deadlines.
Strong team player who is able to collaborate with colleagues on complex tasks.