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Human Resources Assistant

Jefferson College

Job Description

Position Title
Human Resources Assistant

PIN
333000

Classification Summary
Incumbents provide general administrative services requiring a broad knowledge of the assigned department/division. Responsibilities may include coordinating the daily activities of department administrative support staff; providing accurate information during high-impact and risk situations; monitoring budgets, accounts, billings, and/or expenditures; preparing financial and/or statistical reports; preparing meeting agendas and taking official meeting minutes for distribution and documentation; planning and coordinating events; independently preparing materials for supervisor’s meetings; determining priority items for supervisor; and reading and responding to supervisor’s voicemail and e-mail. Incumbents may supervise student workers and/or part-time staff.
The Senior Administrative Specialist is distinguished from the Administrative Specialist in that the former may coordinate activities of lower level administrative support staff; performs more complicated administrative support, such as coordinating events; and/or manages/maintains specific information systems.

Minimum Education and/or Training and Experience
High School Diploma or equivalent (G.E.D.), and three years clerical or administrative experience; or Associate’s degree and two years’ experience providing administrative services. Must be familiar with Microsoft Office Suite and/or Google. Excellent attention to detail and proofreading skills, organizational skills, and communication skills required.

Preferred Education and/or Training and Experience
Additional experience working in an administrative support role and/or a degree or certificate in office systems and technologies preferred. Outstanding computer skills including proficiency with Microsoft Word and Excel and/or Google Docs and Google Sheets.

Licensing Requirements
None
Essential Job Function

 

These are the job duties that are required of the position.

 

Classification Duties
1. Assist with department programs and projects; work may involve scheduling and coordinating appointments, classes, meetings; sending documents; and assisting with departmental operations as needed. (B2)
2. Assist with the planning, coordinating, and implementing of events. (B2)
3. Prepare, edit, proofread, sort, process, maintain, and/or distribute correspondence, reports, rosters, forms, files, booklets, time sheets, packets, personnel paperwork, work orders, or other documents; work may involve researching and compiling information; performing basic quantitative and qualitative data analysis; and utilizing and updating department systems or databases (B2)
4. Prepare, track, sort, review, process, and/or reconcile various records, invoices, requisitions, bills, check requests, deposits, accounts, reimbursements, travel requests and vouchers, applications, or forms. (B2)
5. Perform office duties to include monitoring inventory; ensuring adequate availability of supplies and materials; ordering supplies; sorting and distributing mail; and maintaining and updating departmental websites. (B2)
6. Coordinate assignments and schedules of part-time and temporary staff; work may involve prioritizing and assigning work, and monitoring performance. (B2)
7. Coordinate with internal and/or external personnel, departments, and agencies to communicate information, respond to requests, serve as a liaison, provide assistance, and facilitate departmental operations. (B2)
8. Perform other related duties of a comparable level/type as assigned.

Position Duties
  • Greet visitors, students, and/or employees face-to-face in the office or via phone and email. Serve as the primary point of contact for employees regarding HR-related inquiries. Provide guidance and resources when necessary. Handle outgoing communication, including campus announcements, email, mail, and phone calls.
  • Support onboarding, orientation, and offboarding processes including scheduling appointments for onboarding; creating accounts and assigning training through platforms such as Mineral and SafeColleges; conducting orientation sessions for all new employees which includes guiding employees through the employment dashboard, demonstrating how to access essential tools, documents, and information; assigning checklists in Employee Records to employees and supervisors; and tracking receipt of required documents and completion of checklists.
  • Assist with the recruitment process by managing all advertising of current job openings, verifying that all users requesting access to review applications have completed the required search committee training, coordinating interview schedules, finalizing the filling of all staff and faculty positions in PeopleAdmin, assisting with reference checks, and maintaining systems such as Monday to track all recruitment tasks.
  • Serve as the PeopleAdmin administrator and coordinate with internal and external personnel, including applicants and hiring managers, to provide PeopleAdmin support. Update PeopleAdmin user accounts with the corresponding new employee information while maintaining role assignments to ensure accurate and compliant role management. And, assist with designing user manuals and FAQs.
  • Oversee document imaging, serve as the Perceptive administrator, and coordinate the scanning of human resources records in both Perceptive and the Employee Records module of PeopleAdmin.
  • Assist with the planning, coordination, and implementation of employee training and engagement events, including professional development, wellness initiatives, onboarding orientations, benefits-related activities, and employee recruitment events.
  • Develop and support initiatives and programs to foster a sense of belonging among employees, ensuring that all faculty and staff feel valued, respected, and engaged within the College’s culture.
  • Perform miscellaneous support duties including maintaining reappointment lists, generating and tracking contracts electronically, maintaining employee credentials information and coordinating submission of BoardDocs including monthly reports, appointments, and resignations.
Provide back-up support to the part-time HR Administrative Specialist and the Benefits and HRIS Technician for entering new employees in Banner.

Multistate Employer
Employees of Jefferson College must reside in Missouri or Illinois.

Multistate Employer
 
Position Knowledge/Skills

 

Knowledge
Customer service principles;
Computers and related software applications;
Recordkeeping principles;
Keyboarding techniques;
Filing principles and practices;
Modern office procedures, methods, and equipment.

Skills
Using a computer and related software applications;
Providing customer service;
Filing;
Processing information utilizing established procedures;
Keyboarding;
Using office equipment;
Maintaining records and files;
Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.

Machines, Tools, Equipment and Software
Microsoft Office Suite
Google Suite
Ellucian Banner
Copy Machine/Fax
Perceptive (document imaging system)
Phone system
PeopleAdmin (applicant tracking system)
Physical Factors

 

Physical Effort

 

Physical Effort
Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.
Posting Information

 

Division
Human Resources (DIV)

Department
President

Reports To
HR Manager

Wage/Salary
$18.11 per hour

Status
Full-time

If Part-time, hours per week

 
If Non-exempt, work days

 
If Non-exempt, work hours
 
Posting Detail Information

 

Posting Number
S00587P

Desired Start Date
11/18/2024

Open Date
10/20/2024

Close Date
10/25/2024

Special Instructions Summary

 
Quicklink for Internal Posting
https://jeffco.peopleadmin.com/postings/4933

EEO Statement
It is the policy of Jefferson College that no person shall, on the basis of age, ancestry, color, creed, disability, genetic information, marital status, national origin, race, religion, sex, gender identity or expression, sexual orientation, or veteran status, be subject to discrimination in employment or in admission to any educational program or activity of the College. In compliance with Federal Rules and Regulations, Jefferson College has adopted a procedure for resolving complaints of discrimination. The procedure is available to any Jefferson College student, employee, or applicant who feels that he or she has been discriminated against in employment, student programs, or student activities.

Diversity Statement
Jefferson College is a community leader dedicated to supporting and promoting diversity through opportunities and experiences that foster a culture of respect, inclusiveness, and understanding for everyone in the campus community to engage in a diverse world.

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