Occupational Summary

The Administrative Assistant- Human Resources performs a full range of duties within the human resource function in the areas of confidential and complex technical and administrative duties; maintenance of personnel records; files and preparation of related correspondence and reports; and, providing information and assistance in person and on the telephone to College employees and the public.

Essential Duties & Responsibilities

• Provides information and assistance to internal and external customers through email, walk-in and telephone
• Performs a wide-range of administrative and technical support functions as directed
• Ensures accurate completion of new hire paperwork for new employees 
• Submits required semi-monthly New Hire reports to the state
• Distributes and processes a variety of forms for employee status changes 
• Conducts employee onboarding and orientation as assigned; prepares and maintains orientation packets and gifts
• Conducts reference checks on applicants
• Scans personnel, payroll and financial services materials into the College’s document management system 
• Maintains confidential employee information and filing of physical personnel and payroll files 
• Performs document management services including the purging of items that have met the applicable document retention periods
• Processes all procurement orders and purchase orders for the department; maintains office inventory and office supply closet
• Cross trains with others in human resources to maintain continuous support in the department
• Orders paper for the entire suite and ensures that copier is stocked with paper at all times
• Performs special projects in support of the Human Resources Department
• Participates in appropriate committees and task forces as assigned
• Performs other job-related duties and projects as assigned in support of the College’s mission, core values and goals

Knowledge, Skills and Abilities

Knowledge

• Intermediate knowledge of clerical processes and procedures, and standard office procedures, practices and equipment
• Basic knowledge of state and federal laws, rules, regulations, policies and procedures related to human resources transaction processing
• Basic knowledge of human resources policies and procedures related to recruitment, selection, recordkeeping and personnel information systems management

 
Skills

• Intermediate computer skills and technical proficiency in Microsoft Office applications
• Accurate record control and statistical record keeping and report preparation
• Excellent communication, organization, time management, attention to detail and customer service skills
• Active Listening; giving full attention to what others are saying, taking time to understand the points being made, and asking questions as appropriate
• Professionally interact with external and internal constituents

 
Abilities 

• Ability to handle confidential information with absolute discretion
• Ability to record, compile, summarize and analyze data
• Ability to analyze work situations and interpret program content in making decisions and explaining policies, regulations and programs
• Ability to communicate effectively both verbally and in writing; to establish positive employee and public relations 
• Ability to perform all aspects of the job with fairness, equity, patience, discretion, and ability to maintain poise in crisis situations
• Commitment to diversity, equity and inclusion; demonstrated ability to work effectively with a culturally diverse workforce, including those with different levels of academic preparation and varying physical and learning abilities, and socioeconomic levels