Human Resources Administrative Assistant

Human Resources Administrative Assistant (Generalist)

The Human Resources Administrative Assistant (Generalist) shall have the primary responsibility of liaison between staffing agencies and CLIU #21 Departments, facilitating the pre-interview and post-selection processes, maintaining active agency staff listing, files and documentation, back-up to HR staff including absence/leave processing.

The Human Resources Administrative Assistant (Generalist) shall be directly responsible to the Assistant Director of Human Resources and shall report on all matters concerning the assigned functions and other organizational business.

Qualifications

Education/Experience: High school diploma or GED, required. One (1) year experience as an Administrative Assistant, human resources experience, preferred.

Skills/Knowledge: Demonstrates advanced computer skills, including a thorough knowledge of Windows and the Microsoft Office Suite and proficient use of departmental computer software. Demonstrates the ability to work in a team environment. Demonstrates secretarial skills to effectively use office equipment, including, but not limited to, phone system, fax machine, copier, scanner, computer and calculator. Demonstrates the ability to maintain complete confidentiality. Demonstrates excellent interpersonal skills, including patience, understanding and congeniality. Demonstrates excellent oral and written communication skills. Demonstrates the ability to organize, plan and manage job responsibilities in order to complete assignments with minimal supervision. Demonstrates the ability to complete tasks with attention to detail and accuracy. Attends work regularly during assigned work hours subject to lawful leave rights and responsibilities. Possesses proficient data collection and data entry skills. Demonstrates the skills to provide the highest level of customer service, with patience and knowledge of the department's services.

Physical: Ability to stand, bend, stoop, sit, lift, reach, communicate (vision, hearing and speech) and carry or convey sufficient weight to safely and effectively carry out functions, duties and responsibilities. Ability to independently ambulate in and around work areas. Ability to travel to and from assigned work locations without employer support. Ability to sit for long periods of time (3 hours). Ability to exhibit appropriate manual dexterity to effectively carry out functions, duties and responsibilities.

Authority: The Human Resources Administrative Assistant (Generalist) will have the authority to perform all functions listed below in accordance with established policies and procedures.

Functions/Duties/Responsibilities

To perform this job successfully, an individual must be able to perform each essential function/duty/responsibility at acceptable standards. In accordance with both state and/or federal law, reasonable accommodations will be considered upon employee request.

Essential: Provides secretarial services to the Human Resources Department, including, but not limited to, word processing, data entry, data tracking, document development, copying, scanning, report creation, document mailing and filing. Processes all agency staff applications and selection documents in accordance with departmental procedure. Accurately maintains agency staff database in accordance with departmental procedures. Facilitates agency applicant communication and contact. Serves as a resource for interview leader or designee for questions regarding agency staff applicants, paperwork or any aspect of the selection process. Communicates in an effective, professional and timely manner with staffing agency and agency staff applicants, including, but not limited to, questions regarding positions, completion of packet/document and the status of documents/packets. Collects and verifies clearances and other credentials for agency staff. Works collaboratively with Human Resources Specialist-Onboarding to process all emergency permits required for new hires. Maintains agency staff applicant file in accordance with department procedures. Ability to learn, apply and follow CLIU #21 and Human Resources Department procedures, policies and protocols efficiently and accurately. Maintains accurate written processes of tasks and responsibilities. Satisfactorily performs/carries out all functions/responsibilities/tasks as assigned by Human Resources Administrator or by Human Resources guidelines and/or procedures. Cooperates and teams with other members of Human Resources Department to offer quality services. Provides back-up to answer phones in Human Resources Office. Processes Human Resources mail. Conducts reference checks for Instructional Assistants and Substitutes. Coordinates CLIU #21 Receptionist substitute coverage. Maintains physical and electronic filing systems in accordance with departmental protocols. Prepares and issues employee identification cards, as required, according to CLIU #21 procedures and protocols. Maintains organized personnel folder system, in accordance with departmental protocols. Responsible for record retention of terminated employee files to include preparation for scanning.

Secondary: Fingerprints employees, as assigned. Provides back-up to CLIU #21 Receptionist when necessary. Assists the Human Resources Administrative Assistant - Absences, which includes daily absences, placement of substitute, and medical notes. Conducts monthly quality checks of HRIS Database, following the monthly Board meeting, using the report feature. Ensures proper documents are completed for Board approval of applicants. Assists in creating communications for staff to routinely update employee leaves and absences. Assists in responding to and administering employee requests for leaves of absence, unpaid days and any absences requiring documentation. Acts as a backup to receive and respond to Workers Compensation Claim reports of injury. Acts as a back-up to the Contracted Absence Coordinator.

This Job Description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform other duties as assigned.