Human Resources Administrative Assistant

CIGA is seeking a full-time Human Resources Administrative Assistant for our CIGA family. We are seeking a candidate that possesses enthusiasm, professionalism, and strong customer service skills to represent our Association who is located in the state of California.

Our mission statement: “The California Insurance Guarantee Association (CIGA) exists solely to serve the consumers who have no other place to go.” And, we live by it.

Please note that you will be required to come into the Glendale, California offices when needed.  This position can be remote or hybrid position.

The Human Resources Administrative Assistant provides a high level of administrative and clerical support for the Human Resources Generalist, the Director of Human Resources, the Executive Staff and CIGA employees. Key responsibilities include general administrative tasks such as electronic filing, scanning, updating, and maintaining the Human Resources Information System (HRIS) portal, and organizing HR documents and employees’ virtual personnel files. Additionally, the HR Administrative Assistant will process new and continuing employee benefits and handles sensitive information with the highest degree of integrity and confidentiality. This role is responsible for human resource activities such as recruiting, setting up interviews, administering benefits, and leave for the organization.

Primary Responsibilities:

Administrative Support

• Performs clerical or other duties assigned by the HR Generalist and/or Director of HR, such as maintaining department benefits information and tracking changes to personnel information in CIGA’s Human Resource Information System (HRIS).
• Processes, verifies, and maintains personnel related documentation for each employee, including information pertaining to recruiting, onboarding, training, performance evaluations, terminations, and leave of absences in virtual employee personnel files.
• Assists the Executive Director with administration of CIGA’s survey programs and scheduling meetings.
• Generates HR reports and metrics as needed to support decision-making processes.
• Assists with preparing and organizing presentations for the HR team.

Talent Acquisition

• Posts job openings with the direction of the HR Generalist, organizes resumes and job applications and schedules job interviews.
• Assists with the completion of background checks as needed by the Association.

Compliance and Legal Support

• Assists with sending out companywide training acknowledgement and monitors their completion.
• Performs file audits to ensure that all required employee documentation is collected, maintained and in compliance with legal requirements.
• Maintains a record of employees on Leave of Absence and administering FMLA and Workers Compensation paperwork.
• Processes and files FMLA and Workers’ Compensation, termination paperwork in virtual employee personnel files.
• Ensures compliance with all applicable employment laws and regulations by actively monitoring changes in legislation with federal, state, and local employment laws and attending continuing education courses on HR related topics.

Position Knowledge and Personal Skills:

• High expectation to act with integrity, confidentiality, professionalism, and confidentiality in all aspects of the position.
• Ability to adapt to changing circumstances and contribute positively to small team dynamics. Keeps all team members informed on project status and participates with the team to create resolutions as needed.
• Strong computer skills including knowledge of the Microsoft Office Suite (Word, Excel, Outlook, Adobe Acrobat and Power Point), a working knowledge of CIGA’s Human Resources software application.
• Must be able to quickly learn the organizations HRIS and talent management systems.
• Courteous, flexible, and professional attitude and behavior when working with external constituents, CIGA management, and fellow employees.
• Excellent communication skills to convey ideas clearly and listen actively to others on the team.
• Ability to plan, organize and prioritize personal workflow including the handling of multiple tasks.

Position Knowledge and Skills Requirements:

Education: A high school diploma is required.  College experience in an HR, Business, Education and/or a related field is preferred.

Experience: A minimum of 2 years experience in Administrative Assistant role in an HR department or a similar office position required.

Special Knowledge: Must have strong knowledge of commonly used software applications such as the Word, Excel, PowerPoint, and Microsoft TEAMS. Experience in California payroll and/or HR a plus.

Skills: Prior experience working with Human Resource Information Systems (HRIS) preferred but not required.

Benefits Package (For you and your family)

• Medical (PPO, HMO, HSA), Dental and Vision Plans (Vision Plan premium is paid 100% by CIGA), FSA (regular and limited purpose).

Additionally, CIGA provides the following for our employees:

• 401k Benefits, Life insurance, Short-Term Disability, Long-Term Disability, Long-Term Care, Tuition Reimbursement, internet/cell phone stipend, and 13 paid holidays.

We offer a competitive pay structure along with all amazing benefits.

The 2024 salary rate for a Human Resources Administrative Assistant is based on market pay grades and, on the candidate’s, specific experience, skills, education, and training.

This is a non-exempt position. Pursuant to state and local laws the pay range for this position is $26.02- $38.95.

Come join our CIGA family!

CIGA is an equal employment opportunity employer.