POSITION:                               Human Resources (HR) Associate

JOB CLASS/GRADE:                Coordinator 1 / Grade 7

WAGE:                                       Starting at $52,488 per year

FLSA; EEO; WC:                       Non-Exempt; Professionals; 8877

LOCATIONS:                            IRCO Main Office, 10301 NE Glisan St Portland OR 97220, 

                                                    Hybrid schedule

FTE; FT/PT; STATUS:               1.0 FTE; Full-Time with Benefits; Regular

NUMBER OF POSITIONS:      (1)

APPLY AT:                                 www.irco.org 

STATUS:                                    Full-Time with Benefits

PROGRAM(S):                          Administration

SECTOR:                                    Human Resources 

This job announcement is intended to describe the general nature and level of work being performed in this job. This is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required.

Program Summary
The HR team's purpose is to hire, train, retain, develop and support employees while also overseeing employee relations, benefits and employment laws.

Position Summary
The Human Resources (HR) Associate involves a wide range of supportive activities within the HR department, such as performing administrative tasks and services to support effective and efficient operations of the Human Resources Team. The HR Associate will also function as a liaison between HR, managers, and employees to ensure smooth communication and prompt resolution of new hire eligibility, and other requests. They will perform daily tasks that are essential to the HR department, including clerical and administrative support to the team and compiling and updating employee records (electronic, hard, and physical copies). They will also assist with the creation of processes, documents, and demographic reports.

Essential Functions

• Review and process all employee status updates via payroll actions in human resource information system (HRIS), Paylocity. This includes, but limited to calculation of FTE and salaries, submitting approvals, and identifying errors to correct as needed.
• Assist managers with recruitment, interviewing, and hiring as needed.
• Conducts and assists with new hire orientation in collaboration with the Training Coordinator.
• Maintains accurate and up-to-date human resource files, records, and documentation.
• Provide onboarding assistance to train and guide new staff to complete onboarding tasks in Paylocity.
• Serve as a primary liaison for all new hires throughout the onboarding process for the organization to ensure smooth candidate experience.
• Handles HR inquiries from applicants and employees related to standard policies, benefits, hiring processes and refer complex questions to appropriate level HR staff or management.
• Manage and initiate organization-wide new hire onboarding process. Tasks include but not limited to creating, updating, and maintaining employee records, process employee background checks, and setting up employee electronic files. Assist employees with access to HRIS system to complete a timesheet.
• Work with IT to assist with new employee account creation and follow up with hiring managers to ensure email address and temporary passwords are ready for new hire’s first day.
• Connect with new recruits and ensure accurate completion of required onboarding documents including, but not limited to agreements, I-9s, W-4s, etc.
• Conducts and assists with new hire orientation in collaboration with the Training Coordinator.
• Review and verify employee immigration and employment documents to ensure compliance with U.S. work authorization laws. Such as visas, Employment Authorization Documents (EADs), permanent resident cards, and passports to confirm validity, eligibility and expiration dates, interpreting different categories (e.g., H-1B, F-1 OPT, TPS, asylum, etc.) to understand the type and duration of work authorization and ensuring the I-9 compliance including proper completion, document verification, and timely re-verification when required.
• Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately to ensure accuracy and comply with applicable laws and policies.
• Maintains the integrity and confidentiality of human resource files and records.
• Answers frequently asked questions from applicants and employees related to standard policies, benefits, hiring processes, etc. refer to more complex questions to appropriate level HR staff or management.
• Collaborate with other HR Team members including Benefits, Compensation Specialist, Training Coordinator, and Administration Team to assist on specials projects as assigned.
• Assists with planning and execution of dedicated events such as organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
• Coordinate HR projects (meetings, training, surveys, etc.) and take minutes.
• Assist with Employee Handbook and Onboarding/Offboarding Manual updates.
• Performs other duties as assigned.

Education & Experience

MINIMUM JOB SPECIFIC QUALIFICATIONS:

• Education: Bachelor’s degree
• Experience: 1-2 years of experience is required
• Excellent organizational ability with attention to detail and accuracy
• Excellent verbal and written communication skills
• Excellent reporting, research, and time management skills
• Excellent communication and interpersonal skills with the ability to manage urgent and sensitive and confidential situations with tact, professionalism, and diplomacy.
• Proficient with Microsoft Office Suite or related software
• Proficient with or the ability to quickly learn payroll management, HRIS, and similar computer applications. Also, basic knowledge of labor laws.

Physical, Mental, & Environmental Requirements

• Communication: Regular communication inside and outside the organization to exchange ideas and gather information
• Creativity: Regular need for the development of new processes and procedures or the redesign of interrelated processes and procedures is needed
• Mental: There is regular variation in tasks, and the job holder must decide which tasks to complete as well as the order in which tasks are completed
• Physical: Positions at this level require some physical effort or manual labor such as lifting, carrying, or constant movement. Positions with regular responsibility for driving are to be placed at least at this level.
• Impact and Influence: Positions at this level have some need or ability to analyze problems or concepts or make decisions on the information. Positions at this level have some impact on organizational operations, programs, expenses, or budgetary outcomes.
• Work Independence: Positions at this level are expected to handle regularly assigned work which includes making decisions and acting under limited supervision. New or unusual work is performed with a moderate degree of supervision, assistance, and review.
• Planning: Positions at this level must consider own work and work of others. Planning processes will include determination of issues or obstacles and preferred courses of action. The ability to forecast for the near future (six to twelve months) is required.
• Environment: This level has a work environment that is usually well protected, free from hazards or obstacles.  There is little element of personal risk or hazard.  Job conditions are usually comfortable, with only occasional issues, including temperature change.
• Schedule: The work schedule occasionally fluctuates based on organization or customer needs. This fluctuation may occur with or without prior notice.

Supervisory Responsibilities

Positions at this (Lead) level are responsible for daily work provided to staff/volunteers in similar job functions at comparable or subordinate levels. Positions are not responsible for hiring, firing, disciplinary actions, etc.

What We Offer

IRCO is a very employee-friendly workplace and offers great benefit packages to our staff:

• Many flexible working arrangements and schedule
• Amazing opportunity to work with people who come from all over the world
• Work that helps your community 
• 3 to 6 weeks of PTO per year 
• 401k match of over 100% on first 5%, immediate vesting 
• 3% match for student loans or college savings 
• 12 Paid Holidays and 1 Floating Holiday
• Medical & Dental insurance options with 90% coverage for employee AND Families, no deductibles
• Employer Paid Life, Short term, and Long-term Disability Insurance 
• Flexible spending accounts

Required Engagement 

Engage fully in recommended professional development, as well as other assigned or required training activities. This engagement can also include participation in optional activities that embrace IRCO’s mission, vision, and values-based initiatives. 

How To Apply

1. Complete the IRCO application in our Careers Portal: IRCO Application for Employment.  
2. Upload your resume and cover letter addressing your qualifications for this position IRCO Careers.  
3. For questions about this position, please email jobs@irco.org

Please note that physical applications are accessible from IRCO’s main office, 10301 NE Glisan, Portland, OR 97220. Due to the high volume of applications received, we will not be able to contact applicants or return calls regarding applications. Complete applications should include a cover letter, resume, and IRCO application. 

IRCO is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any characteristics protected by State and Federal law. We will make reasonable accommodations to meet our obligations under the Americans with Disabilities Act (ADA) and state disability laws.