HR Office Assistant

Overview

Are you detail-oriented, eager to learn, and passionate about supporting a team in a dynamic environment? We are looking for a motivated Human Resources Office Assistant to join our team! This entry-level position is perfect for someone who enjoys working with people, has a keen eye for detail, and is eager to grow in the field of Human Resources.

 

As Office Assistant for HR Shared Services, you will provide administrative and program support for human resources operations.  Your primary responsibility will be to review incoming documents and enter data into HR Information Systems.  You will provide excellent customer service to internal and external customers at all levels in sometimes difficult or sensitive situations.  You will support staffing activities such as scheduling meetings, taking notes, creating agendas and being the first point of contact on phones and email to answer basic HR and recruiting questions.

Essential Duties

• Maintain and process personnel actions, records, and reports.

• Perform HRIS data entry and employee file maintenance (electronic and manual). 
• Observe strict timelines for transactions which directly impact employee engagement. 
• Protect the confidentiality of employee information.           

• Provide administrative and operational support to other human resources staff. 

• Create Personnel Action Forms (PAFs).
• Direct correspondence from internal and external sources to the appropriate team member, using shared inboxes and the HR general phone line.
• Create agendas, organize information, type meeting notes, and organizing information for Labor Relations.
• Assist with various projects as assigned.  

• Communicate with others regarding assigned program activities involving sensitive or privileged information.  Assist employees and supervisors with basic interpretation of HR policies and procedures.        
• Assist with hiring and staffing activities as needed.

• Schedule interviews and pre-employment testing.
• Track completion of skill and knowledge tests.
• Create candidate and new hire materials
• Compile information for screening committees, including applications, resumes, test results, or other documents.      

• Maintain department files for various documents and correspondence.       
• Perform other duties of a similar nature or level.  

Requirements

Minimum Qualifications

• High School diploma, GED, or equivalent.
• Experience using Microsoft Office products such as Word, Outlook, and Excel.
• Understanding of general administrative fundamentals.
• Advanced typing speed and accuracy while actively listening in meetings.

We offer comprehensive training, and the resources needed to help you grow in this role.  An equivalent combination of education and experience to successfully perform the job duties is also accepted.

 

Knowledge Requirements

• General office procedures, practices, and etiquette.
• Spelling, punctuation, and grammar rules.
• Customer service techniques.
• Procedures for handling sensitive, privileged or confidential information.

Skill Requirements

• Fostering an inclusive workplace by upholding Community Transit’s core values in support of the organization’s vision and mission.  Inspiring team commitment, pride, and trust while promoting cooperation and motivating members to achieve shared goals.  Demonstrating courtesy, sensitivity, and respect in all interactions.
• Typing over 50 words per minute with minimal errors
• Managing multiple tasks simultaneously and effectively and adjusting to changing priorities.
• Ability to think critically and escalate issues as needed.
• Effective written and oral communications that are timely, relevant, concise, and clearly outline necessary actions. 
• Attention to detail.
• Establishing and maintaining effective interpersonal relationships with coworkers, supervisor, the public, and others. 

Preferred Knowledge and Skills

• Intermediate Proficiency with Microsoft Products (Outlook, Teams, Excel, Word), Zoom, and Human Resources Information Systems.
• Familiarity with public transportation.
• Enjoy solving people and data problems.
• Working knowledge of HR policies and procedures.
• Database functions.
• Process improvement principles.

 

Working Conditions

Work is performed in an office environment and requir