Position Title: Human Resource Generalist I
Division/Department: DHQ Human Resources
Employment Classification: Non- Exempt; hourly $22/hour
The Salvation Army, an international movement, is an evangelical part of the universal Christian church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination. Position Summary
Provide administrative assistance to the HR/ Protecting the Mission Department in managing and processing HR & PTM records and provide assistance to DHQ, THQ, corps officers and staff regarding HR, PTM, Salvation Army policy matters, criminal background check records, correspondence, while maintaining a strict level of confidentiality and security of HR & PTM information and records at all times. Update the Assistant HR Director and Human Resources Director as needed on important HR matters including but not limited to reorganization plans, proposed layoffs, requests for discharges, etc.
The position is based on an average of 40 hours per week may require some additional overtime during 12 weeks of the year during the peak camp and Kettle hiring seasons. All overtime must be approved in advance. Essential Functions
Human Resources Specific Duties:
Prepare weekly HR agenda by 2:00 p.m. two business days previous to the Command Finance Council (CFC) meeting for review. The finalized CFC-HR agendas are due to Finance by 10:00on Monday mornings. Most CFC meetings are held on Tuesday of each week. Friday at 12:00 is the deadline for corps, units, and departments to get their HR paperwork in for inclusion on the CFC agenda. Attendance on Fridays and Mondays is expected unless approved advance arrangements are made to ensure there is sufficient coverage for these duties.
Organize and review all forms and paperwork submitted for completeness of required information and supporting documents to submit for CFC and THQ approval. Notify the corps/units immediately of any missin gdocumentation.
*Follow-up on all missing paperwork/documentation from corps/units on a consistent schedule. Record late paperwork submissions on a spreadsheet.
*Save all EEO forms on O: drive
*Process all paperwork approved by CFC to the
PTM Specific Duties:
*Process Background Checks, following up on missing information, notifying the corps/units, and sending copies of reports to employees and volunteers as requested
*Run the Territorial Registry and DOJ Sex Offender Registry checks, saving the documents on the O Drive as steps are completed
*Set up and maintain PTM files as needed
*In the event of an alert, enter information on the alert spreadsheet, assign a number, and forward to the Assistant HR Director or Human Resources Director in Assistant HR Director's absence. For volunteer alerts, prepare a Divisional Review Team memo to attach to the application
*Run two year background checks on employees and volunteers, updating the database, and filing on the top of the employee's PTM packet
*Receive, process, and notify shelters of the TSA registry checks on shelter residents
*Periodically send reminders to the field in the form of a program specific spreadsheet for their review; follow-up with requests, etc.
appropriate corps, units, DHQ departments, and THQ (if applicable) in a timely manner.
*Assist DHQ/corps/units' officers and staff in handling HR/personnel issues, questions and problems according to THQ policy and Federal and State regulations. This position is the initial contact for corps/units, so professionalism and the timely handling of tasks and issues is paramount.*Prepare letters and other correspondence for Divisional Secretary and Human*Resources Director in matters relating to HR/personnel.*Create, maintain and update personnel records of DHQ and corps/unit employees.*Maintain I-9s forms and set up personnel files as needed.*Process all new hires through Sterling's E-Verify system within three business days after a new hire has started working.*Act as point of contact for Kettle and Camp season I-9 E-verifying*Maintain database of all current employees along with their annual review dates and contacting Corps/Units/Officers/Department heads within 30 days of employee's review.*Track and inform DHQ supervisors of upcoming employee 3 month evaluations.*Enter new hires into UltiPro for all DHQ, units and corps*In HR Manager's absence, post open TSA positions on internal bulletin boards and advertise externally as needed*Write routine correspondence on own initiative.*Complete forms and assist officers/employees in completing forms as needed.*Track all requests to THQ on spreadsheet.*Along with other HR staff, maintain employee notice board in Lunchroom, updating information as necessary*Notify corps/units of any changes to Federal or State posting requirements annually and on an as needed basis and order posters as requested*Assist the Human Resources Director and other HR staff as needed on special projects and reports.*Order HR/personnel forms from appropriate suppliers and maintain office supplies.*Update the HR/Payroll site with most recent forms and policies.*Provide forms for various corps/units as requested.*Assist with Kettle Season Payroll and I-9 Training as needed
*Enter all PTM information in the Master Tracking file*Review CFC Agenda for changes in positions(job not involving children to job involving children, additional leadership of children's programs, a temp position becoming a regular position) determine with the Assistant HR Director whether additional training will be required*Assist in the identification of positions requiring direct work with kids (call to the Corps/program for volunteers, review job description)*Scan paper copies and save within currently established digital filing system; when personnel records are pulled due to terminations, pull any hardcopy PTM paperwork for inclusion in the file and update database to "inactive" status*Follow-up with programs regarding overdue training, missing PTM paperwork, etc.; escalate to HR Manager and Human Resources Director per an established process*Maintain PTM temp files in such a way that materials can be transferred to a program when necessary (a good example is that of Camp staff who then volunteer at the Corps); update the database to reflect these changes*Monitor on-line training, entering completion dates in the database, and providing customer service to the field as requested*Assist HR Manager and Human Resources Director in the assembly of training materials as needed*Assist HR Manager and Human Resources Director in the processing of background checks during Kettle Season*Perform other PTM duties as assigned*Assist HR Director and HR Manager in the recruitment process by participating in the interview process, posting positions in Ulti Pro, administering assessment tests, collecting voluntary forms, and sorting resumes.
*File all HR paperwork on a weekly basis incoordination with other HR Generalists
*Assist with special events and participate on committees as needed.
*Track monthly safety material distribution foru nits and corps.
*Process MVR checks - including settinga pproved drivers up for online training
*Perform other HR and administrative functions as required. Working Conditions
Ability to walk, stand, bend, squat, climb, kneel and twist on an intermittent or sometimes continuous basis. Ability to grasp, push, pull objects such as files, file cabinet drawers, and reach overhead. Ability to operate computer, fax and telephone. Ability to lift up to 45 lbs. Ability to produce information from a computer. Ability to understand written communication. Minimum
Qualifications Skills, Knowledge & Abilities
*High School Diploma or equivalent required
*Related college course work or degree preferred
*Minimum 3 years administrative experience, previous Social Services, Human Resource or related field preferred
*Strong computer skills and proficiency in Microsoft Office programs, particularly Word, Excel, and Access
*Type 40-50 wpm
*Communicate well by telephone, in person, and in writing
*Excellent organizational skills
*Ability to remain detail oriented while processing large volumes of paperwork, especially during camp and Kettle seasons
*Ability to multi-task and work on various issues/projects simultaneously while maintaining a superior attention to detail
*Ability to deal effectively with a wide range of personality types
*Ability to work independently and as part of at eam
*Strong work ethic
*Ability to maintain confidentiality and security of all PTM related items
*Knowledge of filing and record keeping systems
Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment in order meet the physical requirements of the position. The Salvation Army will attempt to satisfy requests as long as the accommodation needed is a reasonable and no undue hardship would result.
Equal Employment Opportunity