Administrative Assistant IV

Title: Administrative Assistant IV

Department: Human Resources

Number of Positions: 1

Classification: 3/Campus

Position #: 650890

Type of Appointment: Full-Time

FLSA Status: Non-Exempt

Pay Rate: $36,270 - $44,390.00/per year. Pay will be determined based on related work experience above required. To be considered in determining pay, all related work experience must be listed on the application.

Required Documents Needed to Upload at Time of Application: Resume, transcripts and three professional references.

Reference check requirements: Non-supervisory roles: three (3) current or former supervisors

Personal references (friends, co-workers, clergy, customers, relatives) are not considered acceptable references

Position Summary: The administrative assistant plays a vital role to the Human Resources department, providing essential support to ensure the smooth and efficient operation of HR functions. This position involves a variety of administrative tasks that facilitate effective communication, organization, and coordination within the HR team and across the college. 

Essential Functions:

35%​ Office Management

Oversee day-to-day operations of the HR office, ensuring that administrative processes run smoothly and efficiently. This includes managing (monitoring and ordering) office supplies and equipment, general office organization; handling purchasing for the HR department and assisting in monitoring HR department expenditures; maintaining inventory of HR forms and materials; mail and package handling such as sorting and distributing incoming mail, preparing outgoing mail packages, managing courier services as needs; coordinating with facilities management for any office maintenance needs, etc.  

20% Staffing Support

Assists with HR staffing needs by coordinating job postings and recruitment efforts, scheduling interviews as needed and liaising with candidates; preparing onboarding materials and assisting with the facilitation of the onboarding process for new hires; maintaining accurate employee records and databases; maintaining calendar for executive director and the department such as scheduling meetings, interviews, appointments, etc.; coordinating room reservations for HR events; arranging refreshments for HR events as necessary; assisting with the preparation of materials for training sessions or orientations; supporting the organization of HR events or employee programs.

20% Communication

Serve as a point of contact for internal and external inquiries related to HR functions by greeting visitors to the HR department, directing visitors to appropriate staff members, answering phone calls and emails, drafting and sending correspondence, and routing inquiries to appropriate HR team members. Communicate effectively with employees, candidates, and other stakeholders to provide information and support.

Potentially interacting with venders for routine purchases and maintaining relationships with regular suppliers.

20% Documentation and Reporting

Prepare and maintain HR documentation, including reports, presentations, and employee files. Ensure that all records are kept up-to-date, confidential, and compliant with board and college policies and regulations.

Prepare and manage documentation related to the onboarding process; handle exit documentation for departing employees.

Monitor and manage programs involving volunteers and minors on campus, ensuring compliance with relevant policies and regulations.

Administer the Public Service Loan Form (PSLF) program.

Verification of Employment (VOE).

Maintain and update HR policies and procedures. Ensure that these documents are easily accessible to employees and regularly updated to reflect any changes.

5% Collaboration

Work closely with HR team members to support various HR initiatives and projects. Chair the employee recognition committee in collaboration with the executive director, HR and the executive director, Foundation. Actively participate in the support staff committee. Supervise department student employees and/or interns. Other duties as assigned.

Note: The College reserves the right to change or reassign job duties, or combine positions at any time.

Key Results Areas: Maintain accuracy in employee records and HR documentation; maintain an average response time to HR inquiries; achieve on-time start for scheduled interviews, meetings, events, etc.; satisfaction rate from internal clients on HR communication clarity