HR Assistant

GENERAL:
Contributes to the accomplishment of Human Resources practices and objectives that will provide an employee-oriented, high performance culture that emphasizes empowerment, quality, productivity and standards, goal attainment, and the recruitment and ongoing development of a superior workforce.
Assists with the administration of the day-to-day operations of the Human Resources functions and duties.
DUTIES AND RESPONSIBILITIES:
2.1 Recruitment
2.1.1 Receives, processes and maintains file of employee requisition from other departments. Verifies and checks manpower level requirement as needed.
2.1.2 Advertises employee job openings. Writes newspaper classified ads and posts ads on the Internet in places appropriate to the open position including job boards, college career services offices, professional associations, and on the company's Web site.
2.1.3 Collects, reviews and screens all employment applications short lists, schedules examination, interview or trade test and coordinates to hiring manager and recruitment process of the selected applicant.
2.1.4 Monitors the recruitment process; updates and maintains monitoring report.
2.1.5 Coordinates and prepares request of pre-employment medical examination.
2.1.6 Receives employment requirements and monitors completion of submission. Prepares and establish new 201 Personnel Folder File.
2.1.7 Prepares the Employment Contract and Personnel Action Notice for newly hired employees and seeks approval.
2.1.8 Briefs newly hired employee about company policies and procedures, facilities and organization.
2.2 Training & Development
2.2.1 Researches on trainings or seminars that will cater employee performance development and benefit to company operations. Prepares proposal for the approval of the Management including budget proposal.
2.2.2 Coordinates with government or private entities regarding trainings/seminars, schedule and their proposals. Requests and reviews module if necessary.
2.2.3 Prepares monthly schedule of trainings or seminar.
2.2.4 Schedules participants into training or seminar sessions.
2.2.5 Handles and coordinates transportation, accommodation, seminar fees and others for the participants if necessary.
2.2.6 Liaises on scheduled seminars or trainings and prepares for the requirements, materials and others needed for the training.
2.2.7 Tracks participants and training records. Encodes training records in the Management System and maintains a file.
2.2.8 Seeks yearly requests of seminars or trainings from all departments; prepares annual proposal for submission to the Management.
2.3 Benefits and Welfare
2.3.1 Conducts benefit orientations and other benefit training, as needed.
2.3.2 Processes applications of identification numbers and updates of employees’ records to government sections (SSS, HDMF, PHIC and BIR).
2.3.3 Liaise and provides assistance to employees in regards to benefit claims, loans, medical assistance, issues and concerns with government sections.
2.3.4 Prepares monthly report of Premiums and Loans of SSS, HDMF and PHIC.
2.3.5 Reconciles monthly billing statements or reports against payroll deductions if necessary.
2.3.6 Reports newly-hired, separated and non-earning personnel to government sections on a monthly basis.
2.3.7 Monitors availed Service Incentive Leave (SIL) and prepares necessary document for processing of payroll or payment of unused SIL.
2.3.8 Prepares monthly report on availment of government mandated benefits for the Management and Finance.
2.3.9 Coordinates and seeks financial assistance or voluntary contributions from co-employees and company for an employee due to illness or death in family
2.4 Information System
2.4.1 Encodes and updates all information pertaining to the employees in the Human Resources Management System.
2.4.2 Handles 201 Personnel Folder File. Maintains the HR Management System database.

2.4.3 Updates employee records with regards to personal information, change of status, promotion, personnel movements and separation. Updates salary adjustment or increase.

2.4.4 Ensures confidentiality employees’ 201 Personnel Folder File. Keep and maintain confidential records or documents such as disciplinary memos.

2.4.5 Monitors due contract dates of employees.

2.4.6 Prepares Personnel Action Notices concerning employee regularization, personnel movements, promotion or separation from the company based on the approved written request and accomplished Performance Appraisal Forms (PAF) with corresponding recommendation from the Department Head.

2.4.7 Prepares Performance Appraisal Forms (PAF) for due employees and submits to the concerned Department Managers for their accomplishment. Monitors completion of the forms within reasonable due dates.

2.4.8 Prepares/issues employment certification based on formal requests.

2.4.9 Prepares requests for processing of final pay of separated employees.

2.4.10 Handles the final process on clearance forms of separated employees.

2.4.11 Submits monthly reports on newly hired employees, regularized, promoted, personnel movements and separated employees to Management.

2.4.12 Reports terminated, resigned and suspended employees to the Security and Finance Department for their information and record purposes.

2.4.13 Generates manpower reports thru the HR Management System as required by Management.

2.5 Timekeeping

2.5.1 Responsible for registering/enrolling newly hired employees to biometrics for the Time Management System.

2.5.2 Reviews and monitors timekeeping records of employees for completeness and to detect payroll errors.

2.5.3 Posts time worked to time management system for corrections as deemed necessary.

2.5.4 Computes total time worked by employees. Should be fully aware of working schedules for all departments including overtimes and holidays.

2.5.5 Compiles employees' time records of all departments.
2.6 Discipline
2.6.1 Receives and reviews reports of violation from authorized SDC personnel.
2.6.2 Prepares Notice to Explain Letter to the alleged concerned personnel regarding his violation.
2.6.3 Receives and reviews Letter of explanation from the alleged concerned personnel.
2.6.4 Coordinates the validity of their explanation letter with their supervisor / manager or authorized personnel who issued the violation ticket.
2.6.5 Prepares/drafts disciplinary action in accordance to Company Policies and Procedures for HR/Admin Manager’s and Concerned Dept. Manager’s review and approval.
2.6.6 Serves Disciplinary action to concerned SDC personnel.
2.6.7 Monitors and keeps records of Violation Tickets and Disciplinary Actions of all personnel.
3.0 EDUCATION/EXPERIENCE:
3.1 Education:
 Bachelor’s Degree is required.
3.2 Experience:
 One to two years of general business experience, Human Resources experience preferred.
3.3 Others:
 Excellent computer skills, including Word and Excel in a Microsoft
Windows environment.
 Effective oral and written communication skills.
 Excellent interpersonal skills.
 Skills in database management and record keeping.
 Able to exhibit a high level of confidentiality.
 Excellent organizational skills.
 Must be able to identify and resolve problems in a timely manner.
 Must be able to gather and analyze information skillfully.