HR Administrative Assistant

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Department:

Customer Service

Time Type:

Full time

Job Type:

Regular

FLSA Status:

Non-Exempt

Work Modality:

Full On Campus Presence

Union:

Excluded

Job Description:

Summary:

The HR Administrative Assistant provides day-to-day administrative support to the staff of the Human Resources Department. In this position, the incumbent schedules for and provides front desk coverage for the office. Duties include but are not limited to verifying employment using the I-9 form, providing service to walk-in customers, answering and screening incoming calls, overseeing supply orders and distribution and coordinating the timely payments of HR office purchase orders, and disbursement requests. The HR Administrative Assistant will also provide back-up support to the Records Specialist on employee record management and employment verifications. The incumbent will also supervise and coordinate the work duties of the front desk student/PT employees.

This position reports to the Human Resources Coordinator and Office Manager. This position provides office management support for the HR and Payroll staff, and provides administrative support to the Executive Director and Director Team of the HR Department. The front desk team provides the first line of customer service to approximately 50% of the department’s customer contacts.

Essential Functions:

• Deliver high-quality customer service to the department’s customers at the HR front desk by greeting visitors, answering phones, and providing assistance and/or information as appropriate.

• Manage the front desk email, voicemail, and verification of employment contact, and verify employment using the I-9 form.

• Supervise the front desk work study or PT employees to ensure coverage and an efficient and consistent level of service. 

• Provide support to HR and Payroll staff as HR Administrative Assistant: oversee equipment orders, repairs, maintain supplies and office equipment; identify enhancements to customer and office services for internal staff and lead implementation.

• Ensure sufficient supplies of printed HR communications, including: the Information Guide, policy materials, forms, and others.

• Support implementation of information technology initiatives, including new applications and hardware for the HR office; coordinate IT problems and solutions with e-operations and e-administration units.

• Identify and carry out team opportunities for customer service and office administration improvements.

• Provide back-up support to the Records Specialist. Performing duties such as employee file maintenance and employment verifications.

• Assist the Assistant Vice President and all the Directors of Human Resources with projects as needed and provide administrative support, including scheduling and phone coverage.

• Maintain HR central files (including confidential information) and HR office records.

• Assist with special projects and other duties as needed or assigned. 

Supervisory Responsibility:

• Reporting to this position are 2-3 front desk student employees.

Position Type/Expected Hours of Work:

• Full-time.

• 35 hours/wk.

Salary Range:

• $22-$24/hr.

Required Education and Experience:

• High school diploma.

• 2 to 3 years of customer service and administrative experience required. 

• Excellent communic