Job Description
SUMMARY:
Under general direction of the Human Resources Manager, assists the Human Resources department by coordinating, scheduling, and tracking, conducting company-wide new hire orientation and training. Records training results and performs audits to determine incomplete training courses in Human Resources Integrated System (HRIS). Acts as point of contact for Applicant Tracking System (ATS) within the HRIS and assists in hiring and hiring processes. Also, provides administrative support for human resources operations which includes non traditional hours of work, including days, nights, weekends, and holidays. Also responsible for handling employee inquiries, providing reference verifications, and supports the company Diversity, Equity & Inclusion committee.
ESSENTIAL DUTIES AND RESPONSIBILITIES DEPENDING ON LOCATION:
NOTE: The duties listed below are examples of the variety and general nature of those performed by employees in this job description. The list is descriptive only and should not be used for any other purpose. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This is not an all-encompassing list and additional duties may be assigned based on business needs. The responsibilities listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Performs complex, high volume data entry into HRIS which includes new hires, terminations, wage changes, and various other data entry duties within the system while ensuring accuracy and efficiency. Also responsible for day to day data maintenance including both hard and digital copies of employee records and other HR documents.
Acts as point of contact for Applicant Tracking System within HRIS, and performs system administrator functions including but not limited to providing system access, creating job requisitions, posting jobs internally and externally, and coordinating with third parties to post jobs as necessary. Assists in coordination and recruitment of prospective employees during SDSU new student orientation, campus, internal and external job fairs and ensures compliance with I-9 requirements by properly completing, obtaining proper documentation, re-verifying expired documentation, and I-9 retention according to government regulations.
Ensures accuracy and consistency in job description templates.
Assists various departments with applicant pre-screening and onboarding within the Applicant Tracking System including initiating background checks. On occasion, may conduct pre-screening interviews for candidates. Create and route offer letters for signature.
On a varied schedule to meet seasonal business needs, conducts new hire orientation, schedules varied dates and times of new hire orientations to meet cyclical business needs (nights and weekends), prepares new hire orientation sign-up sheets, updates communication tools and works with managers and new hires on upcoming orientations and ensures proper scheduling of new hires and guest presenters for orientation and tracks compliance by entering training courses into UKG system.
Assist with all internal and external HR related inquiries or requests for information, including but not limited to employment verifications.
Heavy administrative support for the HR Department including, but not limited to, creating new user accounts and assigning courses in the training database, training result entry in HRIS, prepares, generates, formats, prints, and distributes general office documents and reports with appropriate business formatting.
Must comply with and ensure continued, consistent compliance with all company policies, and federal, state, and local laws/regulations including but not limited to: employment, safety, and health.
Other duties as assigned.
Job Requirements
MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIRED:
High School diploma or General Education Degree (GED) and some college coursework, or equivalent combination of education and experience.
Must have at least one year of prior Human Resources experience preferably in a restaurant, retail, or hospitality environment. General knowledge of principles and practices of Human Resources, UKG/Kronos Human Resources Information System (HRIS) experience is preferred. Must have strong administrative and data management skills, including knowledge of business office operations, filing and admin/clerical duties, and working knowledge of Microsoft Office and Google Workspace. HR certification is a plus, or ability to obtain certification during employment.
Must have excellent organizational and customer service skills, be a self-starter with the ability to work independently, and demonstrate effective oral, written (including e-mail), and interpersonal skills, maintaining confidentiality at all times. Ability to prepare general office documents and reports using Microsoft Office products (Word, Excel, and PowerPoint) and Google Workspace with accuracy and efficiency. Ability to prioritize and plan work according to business needs and meet given deadlines. Must be able to adapt to changes in the work environment, to include “rush” periods, delays, and unexpected events including working nights, weekends, and holidays as necessary to meet business needs.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
LANGUAGE SKILLS:
Must be able to read, write and understand English fluently, bilingual a plus. Requires the ability to follow verbal and written instructions, guidelines and objectives. Requires the ability to read and comprehend a variety of informational documentation, procedures and correspondence. Requires the ability to write business correspondence with proper format, punctuation, spelling and grammar. Must be able to communicate effectively using electronic media and in written and verbal forms. Requires the ability to effectively communicate with customers and employees.
MATHEMATICAL SKILLS:
Requires the ability to prepare and analyze numerical figures, create and interpret spreadsheets. Must be able to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, percentages and decimals.
REASONING ABILITY:
Requires the ability to apply common-sense understanding to carry out general written or oral instructions. Must be able to multitask, prioritize work and pay attention to detail. Requires good analytical and quantitative skills, and the ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
MANUAL DEXTERITY:
Must be able to utilize a computer. Requires the ability to use a variety of office machines and equipment.
PHYSICAL COMMUNICATION:
Must have the ability to talk/expressing and/or exchanging ideas and hear/perceiving sounds.
PHYSICAL DEMANDS:
Must be able to operate computers, copy machines, fax machines and other general office equipment such as a 10-key calculator. Must be able to move, lift or carry heavy objects or materials up to 20 pounds.
WORKING CONDITIONS AND HAZARDS
Work is regularly performed in a traditional office setting. There may be occasional exposure to food fumes or airborne particles. The noise level in the work environment is usually low to moderate. Occasional work outside of traditional business hours may be required to perform new hire orientation and new student orientation functions including but not limited to weekends, nights and holidays.
BACKGROUND CHECK INFORMATION:
A background check will be conducted after a conditional offer of employment is extended by the company and accepted by the applicant and must be satisfactorily completed prior to any applicant beginning work in a full-time, part-time non-student, or sensitive student capacity with Aztec Shops Ltd.
Background checks will include, at minimum, verification of education and employment histories, criminal records, national sex offender registry check, and references. Additionally, based on the nature and scope of the position, the background check may also include a credit report, motor vehicle report, and verification of professional licenses.
Failure to answer background check questions honestly, and satisfactorily complete the background check may affect the employment status of applicants or continued employment of current Aztec Shops employees who apply for promotional positions which require a background check.
Aztec Shops Ltd. complies with all applicable federal, state and local laws, including California Fair Chance Act, when conducting background checks.
Aztec Shops will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Aztec Shops is concerned about criminal history that is directly related to the job, you will be given notice and an opportunity to respond and provide additional information such as rehabilitation efforts or mitigating circumstances, or information pertaining to the accuracy of the background report. Aztec Shops will consider all evidence of rehabilitation and mitigating circumstances. Find out more about the Fair Chance Act by visiting the Civil Rights Department Fair Chance Act webpage.
Aztec Shops is committed to providing equal employment opportunity (EEO) decisions solely upon an individual's qualifications relating to the requirements of the position for which the individual is being considered, in regards to recruiting, hiring, training, transferring and promoting the best qualified persons for all jobs without regard to ancestry, age, color, disability, genetic information, gender, gender identity, gender expression hair style or texture associated with race, marital status, medical condition (genetic characteristics (GINA), cancer or a record or history of cancer), national origin, race, religion (religious dress/grooming practices), sex (includes pregnancy, childbirth, breastfeeding and/or related medical conditions, reproductive choices), sexual orientation, military or veteran status, victim of domestic violence (includes sexual assault, and/or stalking),or any other categories protected by law. Aztec Shops ensures that this applies to all personnel actions such as compensation, benefits, transfers, layoffs, company-sponsored training, promotions, terminations and disciplinary actions.
Aztec Shops, Ltd. is also committed to promoting a diverse, equitable and inclusive workplace culture. Our organization embraces the many dimensions of diversity that make individuals unique and harness a variety of perspectives in order to create better outcomes that will benefit everyone.