HR Office Assistant

HR Office Assistant

The HR Office Assistant provides administrative and clerical support to the Human Resources Department and serves as the first point of contact for employees and the general public. This position assists with day-to-day operations including filing, processing routine personnel action documents, records management, and supporting basic administrative workflows. This position will also assist with recruitment, new hire orientation, employee benefits, and payroll. The position requires strong attention to detail, professionalism, responsibility, and the ability to communicate effectively across multiple platforms.

Examples of Duties

ESSENTIAL FUNCTIONS OF THE JOB

• Assists the public, employees, managers, and vendors by phone, correspondence, or in-person regarding HR processes, policies, and related procedures, referring to the appropriate HR staff member as needed.
• Works with Elected Officials and Department Heads to schedule new hire orientations. Conducts new hire orientations, including basic employment paperwork, benefits enrollment, and compliance with Department of Retirement Systems requirements.
• Performs general daily office duties including answering phone calls, completing Verifications of Employment, responding to employee inquiries, preparing correspondence, collecting correspondence, and assembling materials.
• Assists with filing, scanning, organizing, labeling, completion of standard forms, and maintaining personnel files and other confidential HR records in compliance with retention requirements.
• Coordinates posting of job announcements, routing of applicants, and sharing job postings through various outlets. This includes coordination with departments, and external advertising.
• Performs department fiscal functions, including payroll and accounts payable entry, and cash receipting, ensuring alignment with department goals and objectives and in compliance with Franklin County standards and practices, and maintains related records.
• Establishes, organizes, and leads the maintenance of employment records, including approval and processing of Personnel Action Forms to ensure compliance with County policies and Collective Bargaining Agreements, and timely processing of new hires, separations, and other personnel changes.
• Comply with record retention schedules as well as assist in appropriate document destruction.
• Assists with scheduling, calendar coordination, and meeting preparation.
• Supports HR staff with special projects, data entry, and administrative assignments as needed.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• General knowledge of Franklin County business and financial acumen and the application and interpretation of Franklin County policies and procedures and federal, state, and local rules, laws, regulations, legislation, codes, and ordinances as they relate to area(s) of assignment.
• Ability to maintain confidentiality of all employees and applicant information and handle sensitive information with discretion.
• Strong attention to detail, accuracy, and organizational skills.
• General skills in Microsoft Office Suite, the internet for research and the ability to learn and develop proficient skills in County-wide software and other online portals for state agencies and benefits.
• Ability to follow written and verbal instructions and complete tasks as assigned.
• Ability to collaborate with others and ask clarifying questions when needed as well as the ability to professionally communicate through email, phone, and in person.
• Ability to manage time effectively and prioritize tasks.
• Willingness to learn HR procedures, workflows, and office systems.

Typical Qualifications

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work may be performed in the following environmental conditions:
• constantly: in an office environment, and
• occasionally: near moving mechanical parts.
• The noise level in the work environment is usually moderate, a typical office environment.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The person in this position must be able to:

• spend the following amount of time in an activity:
• constantly: sit for extended periods of time and use hands and/or fingers to handle, feel, or operate equipment or tools,
• frequently: talk or hear and reach with hands and arms, and
• occasionally: stand or walk for extended periods of time, climb, pull, push or balance, stoop, kneel, or crouch.
• carry or transport up to 20 pounds occasionally.
• have peripheral vision, depth perception, the ability to adjust focus, and have close vision (1-20 inches) and distance vision (20 feet or more).

QUALIFICATIONS REQUIRED EDUCATION AND EXPERIENCE

• High School Diploma or GED required
• Associate's Degree in Human Resources, Business Administration, or a related field preferred
• One year of Human Resource or Administrative experience.

OR

• Any combination of education and experience which would provide the applicant with the desired knowledge, skills, and abilities required to perform the job.

PREFERRED EDUCATION AND EXPERIENCE

• Experience working for a public sector or government employer.
• Ability to speak, read, and write in Spanish.

LICENSES, CERTIFICATES, AND OTHER QUALIFICATIONS

• Employment at Franklin County is contingent upon the results of a background check and eligibility for coverage by the County's liability insurance carrier. Depending upon the position, background checks may include personal and professional references, social security verification, education and professional licensing verification, financial history, and criminal history.
• Valid driver's license if driving a vehicle for County business.