Human Resources Assistant in Laguna Woods, California at Friendship Shelter, Inc.

Position Summary

The Human Resources (HR) Assistant plays an essential role in supporting the employee lifecycle and ensuring the smooth and effective administration of Human Resources functions at Friendship Shelter. Working closely with the HR Generalist, this position coordinates and supports a variety of HR processes, including recruitment, onboarding, employee records management, benefits administration, employee relations, and offboarding. The HR Assistant serves as a resource for employees and managers by providing guidance on HR policies, supporting administrative processes, and helping foster a positive, inclusive, and engaging workplace.

As an integral part of the organization, the HR Assistant helps cultivate a workplace culture rooted in Friendship Shelter’s core values of Compassion & Acceptance, Empowerment & Redemption, Responsibility, Integrity, Creativity & Flexibility, and Community. Through professionalism, attention to detail, collaboration, and a genuine commitment to supporting others, this role helps ensure employees feel valued, informed, and supported throughout their employment. Friendship Shelter is an Orange County nonprofit serving individuals experiencing homelessness, and our people are at the heart of that mission. The HR Assistant helps strengthen the organization from within by supporting the employees who make that mission possible.

Essential Job Duties and Responsibilities

Duties below are representative, not exhaustive. Percentages are approximate.

Onboarding (approx. 30%)

• Prepare and send offer and new-hire packets; track completion of all required documents.
• Complete Form I-9 verification and E-Verify (if used) within required timelines.
• Coordinate background checks in line with the California Fair Chance Act and FSI's process.
• Distribute required California notices and pamphlets (e.g., Wage Theft Prevention Act notice, Civil Rights Department harassment, CFRA, paid sick leave, workers' comp, disability insurance and paid family leave).
• Schedule orientation, set up HRIS profiles, and coordinate equipment and system access with IT and managers.
• Track new-hire training completion, including California-required harassment prevention training.

Offboarding (approx. 15%)

• Process separations in the HRIS and notify payroll, IT, and managers.
• Help ensure final pay timing meets California requirements (immediate on termination; within 72 hours for resignations without notice).
• Prepare and distribute separation notices, including the EDD For Your Benefit pamphlet, COBRA/Cal-COBRA materials, and final benefits information.
• Coordinate return of company property and schedule exit interviews.

Benefits Support (approx. 25%)

• Answer employee questions about medical, dental, vision, FSA/HRA, and other plans; escalate complex issues to the HR Generalist.
• Process enrollments, qualifying life events, and terminations with carriers and vendors.
• Assist with open enrollment logistics and communications.
• Reconcile monthly benefits invoices and flag discrepancies.
• Track premium payments for employees on leave, in coordination with the HR Generalist.

HR Records and Administration (approx. 15%)

• Maintain accurate, confidential personnel, medical, and I-9 files, kept separately as required.
• Enter and audit HRIS data (job changes, pay changes, addresses, status updates).
• Respond to employment verification requests per FSI policy.
• Maintain HR trackers, reports, and employee communications.
• Keep required federal and California workplace postings current.

Recruiting Support and Projects (approx. 15%)

• Post job openings with required pay ranges; schedule interviews and coordinate candidate communications.
• Support HR events, employee recognition, and engagement activities.
• Assist with policy updates, handbook acknowledgments, and compliance audits.
• Take on other HR projects as assigned by the HR Generalist.

Supervisory Responsibilities

Direct Reports

- This position does not have supervisory responsibilities for direct reports

Indirect Reports

- This position does not have guidance or mentoring responsibilities for indirect reports

Minimum Qualifications

The following are the minimum job-related qualifications which an individual needs in order to successfully perform the essential duties and responsibilities of the job.

• High school diploma or equivalent required; associate's or bachelor's degree in HR, business, or a related field preferred.
• 1 - 3 years of experience working in HR, payroll, benefits, or administrative experience preferred. Strong candidates with transferable office or customer-service experience are encouraged to apply.
• HR certificate or progress toward a PHR, PHR, or SHRM-CP is a plus.
• Nonprofit or human-services experience is a plus.
• Desire to be a part of a team that is passionately committed to ending homelessness.

Skills, Knowledge and Abilities

• Basic knowledge of California and federal employment requirements (I-9, FEHA, CFRA, wage and hour) or a strong willingness to learn.
• Experience with an HRIS or payroll system (e.g., Paylocity, ADP, Paychex) preferred.
• Proficient in Microsoft Office or Google Workspace, especially Excel or Sheets.
• Highly organized and detail-oriented, with follow-through on multiple deadlines.
• Handles confidential and sensitive information with discretion and professionalism.
• Warm, clear communicator who supports employees from diverse backgrounds with empathy.
• Bilingual English/Spanish is a plus.

Environmental & Physical Requirements

Office / Non-Sedentary Requirements

The employee must be able to perform the essential functions of the job. Work will be performed in shared spaces within the office environment and will[DP1.1] involve interaction with other staff. Typically requires the ability to spend 66%+ hours each workday doing the following activities: stand for extended periods of time, walk, bend, stoop, or climb.

• Work is performed in an office setting at Friendship Shelter’s (FSI) Laguna Woods headquarters, five days per week.
• Prolonged periods of sitting and computer use; occasional standing, walking, and bending.
• Occasionally lift and carry up to 20 pounds (e.g., files, onboarding materials, supplies).
• Occasional local travel to FSI program sites may be required.
• Frequent interaction with employees, managers, and vendors in person, by phone, and by email.

Reasonable accommodation will be provided to enable qualified individuals with disabilities to perform the essential functions of this role.

Additional Information Regarding Friendship Shelter Job Duties and Job Descriptions

Job duties include additional responsibilities as assigned by the HR Generalist or other managers related to the position/department. This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. FSI reserves the right at any time with or without notice to alter or change job responsibilities, reassign or transfer job position or assign additional job responsibilities, subject to applicable law. FSI shall provide reasonable accommodations of known disabilities to enable a qualified applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment as required by the law.

Any estimate, schedule, or guideline provided to associates in this job description or elsewhere in connection with their jobs is only intended to help describe job duties and for planning purposes. Regardless of any such estimate, schedule, or guideline, employees must always record all time worked for FSI (which includes but is not limited to on-site work time at the office, or other work location; required waiting time; administrative time; and work-related travel time).

Compensation, Benefits, and Legal Notices

Pay Transparency. The pay range for this position is $23.00–$28.00 per hour. This is the range FSI reasonably expects to pay. Final pay depends on factors such as relevant experience, skills, and internal equity.

Benefits. This full-time position is eligible for FSI's benefits package, subject to plan eligibility terms. This includes medical, dental, vision, FSA/HRA, PTO, holidays, paid sick leave.

Fair Chance Act. FSI will consider qualified applicants with arrest and conviction records in a manner consistent with the California Fair Chance Act and other applicable laws. Any criminal history inquiry occurs only after a conditional offer of employment.

Equal Employment Opportunity. FSI is an equal opportunity employer. We do not discriminate based on race, color, religion, creed, sex, gender, gender identity or expression, sexual orientation, pregnancy, national origin, ancestry, age (40+), physical or mental disability, medical condition, genetic information, marital status, military or veteran status, reproductive health decision-making, or any other basis protected by federal, state, or local law.

Reasonable Accommodation. Applicants and employees who need an accommodation during the hiring process or on the job may contact Human Resources. FSI engages in a timely, good-faith interactive process under FEHA and the ADA.

At-Will Employment. Employment with FSI is at-will. This job description does not create an employment contract. Duties may change at any time based on organizational needs.