Human Resources Assistant

Job Description

Job Description

Milwaukee Area Technical College
Human Resources Assistant
Milwaukee, WI

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Milwaukee Area Technical College (MATC) is Wisconsin's largest and most diverse technical college, offering 170+ high-quality programs that connect students to a career in as little as one to two years. The college also offers a less expensive path to a four-year degree. MATC is transforming lives, industry and our community by preparing students today for the careers of tomorrow. Together, we are meeting the needs of the community we share and are focused on students with the greatest needs. We are seeking passionate individuals to join our team who shares the same passion in serving this purpose. Learn more about MATC at

**Please note we have two vacancies

Performs a wide variety of administrative and staff support duties of a highly responsible and confidential nature to assist for the department operations. Work requires broad knowledge of departmental and college operations, policies and procedures, and the exercise of independent judgment, including discretion in the resolution of minor problems and details. This position is the first point of contact for all HR inquiries. Key responsibilities include providing support for HR front desk operations and troubleshooting problems to meet customers’ needs.

Provides support in a variety of functions or the department, or other group in an organization. Collects, reviews and analyzes data, and prepares reports, charts, budgets and other presentation materials. Responds to or routes routine inquiries from external or internal sources with standard correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. Works under the close direction of senior personnel in the functional area.

Characteristic Duties and Responsibilities

• Perform front desk reception duties: Answers telephones and directs calls to designated personnel. Responds to questions and inquiries by providing information of a technical nature, requiring knowledge of department operations and procedures; exercises discretion in determining the nature of information to be released; refers unusual inquiries to supervisor for handling.
• Perform Administrative Tasks: Performs administrative tasks to include but not limited to; Data entry, word processing, filing, composes routine correspondence, greets and assists visitors by directing them to appropriate persons, answers phones, sets appointments, maintains records, orders supplies and equipment repairs.  Completes work verification and loan forgiveness requests. Receives, opens, sorts and distributes mail. Routinely checks the HR email mailbox.
• Prepare and Process Documents: Prepares standard forms, invoices and related documents according to the college procedures and guidelines. Prepare correspondence, memos, minutes, reports, agendas, and other complex, technical and confidential documents captured by various methods.
• Provide Data Information: Gathers and/or provides information, maintains records, and interprets data requiring reference to a variety of sources. Runs and maintains complex statistical reports including designing formats for complex tables, charts and graphs. May conduct special studies to report recommendations as requested.
• Personnel File Maintenance: Assists in maintenance of the personnel file room, including but not limited to filing completed paperwork, revising labels due to name changes, moving files to the appropriate cabinets and ensuring the space is neat and organized.
• HR Event Support: Provides operational support to HR leaders who coordinate HR-led events, ie. All Manager Meetings, MATC Day, Retirement Celebrations, WE Care Breakfast celebrations etc.
• Answer Correspondence: Responds both orally and in writing to questions relative to the application of district and departmental procedures; edits and proofreads documents; maintains financial, personnel records and databases, and updates them as necessary. Tracks budget, compiles and analyzes information for reports or presentations; prepares charts, graphs, or tables.
• Systems and Application Support: Complete assigned tasks within HR systems and applications. Create and maintain Google Drive folders and electronic records, initiate communications in Publicate, enter and monitor jobs in Neogov, compile survey results using SurveyMonkey, and support workflow coordination to ensure timely completion and approvals of departmental projects, communications, and administrative processes.      
• Ethics and Confidentiality: Practices honesty by demonstrating a consistent and uncompromising adherence to strong moral and ethical principles, values, truthfulness and accuracy in all actions. Addresses all student and employee behavior in a confidential and respectful manner.
• Collaborative Teamwork: Establishes, maintains, and enhances positive work relationships with staff, faculty, and administrators. Coordinates closely with the Facilities Planning team and leadership.
• Continuous Learning & Professional Development: Maintains current knowledge of best practices and standards in higher education with an emphasis on community Colleges.  Actively organizes and/or participates in applicable workgroups, trainings, workshops, seminars, committees and professional associations or conferences to promote continuous learning.  
• Other duties: Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.

Qualifications

Compliance with all state, federal, and accreditation standards/requirement, as well as all MATC policies and procedures.

 

Required Education & Experience : High School Diploma with evidence of the completion of college courses in related field; and One (1) year of clerical or related experience.

Preferred Education & Experience : Associate’s degree in related field; and Two (2) years of clerical or related experience. Previous HR experience is a plus.

Knowledge, Skills & Abilities:

• Working knowledge of MS Office Suite. Ability to create basic spreadsheets and word documents. Working knowledge of Google suite to include Sheets, Docs, etc. Ability to produce surveys using Survey Monkey. Ability to produce professional communications via Publicate.
• Knowledge of trends, issues, and accepted practices relevant to the position.
• Deadline and detail-oriented, with strong organizational, analytical, and planning skills.
• Demonstrated ability to communicate effectively and relate well with students, parents, faculty, staff, and others while maintaining appropriate confidentiality.
• Strong written communication skills; ability to write clear, structured, articulate communications.
• Excellent organizational skills with an ability to prioritize and manage multiple tasks and a variety of demands including coordination of events with multiple teams.
• Strong self-motivation and ability to work as a team member.
• Demonstrated ability to work effectively with people of diverse backgrounds and promote a positive working environment.

Core Competencies:

• Customer focus 
• Action oriented 
• Values differences 
• Self-development 

• Compassion
• Cultivates innovation
• Optimizes work processes
• Ensures accountability 

• Collaborates 
• Interpersonal savvy 
• Communicates effectively 
• Instills trust 

Supplemental Information

Start Date: This position supports the Human Resources Department.

Hours:   This position is a full-time, 40 hours per week, working Monday - Friday from 8:00 a.m. - 4:30 p.m.  4:30pm, Monday - Friday).

Location :  Based out of our Milwaukee Downtown Campus

Compensation:   Salary pay rates are listed up to the midpoint of the range and placement is determined based on years of experience, internal salary equity, and a review of the applicant's employment and educational background as listed on the job application.

Application Materials & Requirements:  Please follow these steps.

 
1. Complete the Employment Application in its Entirety

  You must provide thorough and detailed information for all sections of the application form. An incomplete application will not be considered or reviewed.
2. Attach All Required Documents (At Time of Application)

• Cover Letter (optional)
• Resume; (required)  please note, submission of a resume does not satisfy the requirement for a thoroughly completed application. 

Interviews:  Qualified candidates will be invited to a round 1 interview that will take place virtually or by means of our one-way video software Spark Hire. The final round of interviews are to be determined. 

EEO:   Milwaukee Area Technical College will not discriminate against any employee, applicant for employment, student, or applicant for admission on the basis of race, color, national origin, ancestry, sex, sexual orientation, creed, religion, political affiliation, marital status, parental status, pregnancy, disability, age, membership in any reserve component of the armed forces, union affiliation, arrest and conviction record, or any other protected category under applicable local, state or federal law.

Reasonable accommodations will be provided for qualified individuals with disabilities. If you have a disability and need special accommodation for the application process, please contact our office at View phone number on ziprecruiter.com (Wisconsin Relay System: 711) or email View email address on ziprecruiter.com. 

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