Human Resources Executive Administrative Assistant

Position Summary
Responsible for providing highly confidential administrative assistance to the Human Resources Director, managing the day-to-day activities of the office, and coordinating projects and procedures with other offices, making routine work decisions independently, considerable public contact, and performing a variety of duties requiring perceptive judgment and discretion.
 
Key Performance Indicators
 
1.       Enter payroll data timely and accurately for processing
2.       Maintain accurate records
3.       Process applicant data
4.       Assist applicants and employees with information requests
 
Essential Functions
 
1.       Maintain files ensuring all employee records are complete and accurate including official transcripts, compliance paperwork (FERPA acknowledgments, safety and sexual harassment training certifications, annual performance evaluation forms, Section 125 forms, federal training documentation, etc.)
2.       Maintain compliance with required employment posters.
3.       Enter all employee data for payroll processing, including Dual Credit.
4.       Assist with application materials, maintain applicant tracking, communicate with applicants about open and closed positions.  Send out follow-up correspondence to all candidates not selected for open positions.
5.       Assist with posting and removal of ads for openings.
6.       Assist with background checks, reference checks, and drug testing when required.
7.       Maintain compliance with E-verify.
8.       Prepare and receive employee paperwork, ensuring current forms (W4’s, I-9’s) are available.
9.       Assist with insurance enrollment and census data for all benefits.
10.   Assist with the preparation and distribution of all employment contracts and agreements.
11.   Assist with reporting: unemployment, worker’s compensation, staffing reports, working after retirement, etc.
12.   Update on-line Directory with new employee information and changes. Assist with directory information for catalogs and other college publications.
13.   Create requisitions and purchase orders for HR accounts and Endowment Challenge accounts. Reconcile accounts and maintain accurate records.
14.   Process Professional Development forms:
Send signed copies to Financial Aid, the employee requesting permission, to their Administrator and CMU as needed
                Maintain up to date records
Develop spreadsheet after each semester of hours taken by each faculty, staff, administration, spouse and/or dependents
15.   Assist with Professional Development Training and HRD Activities, as requested:
              Schedule room reservations
                Set up refreshments
                Prepare purchase orders
                Prepare work orders
                Coordinate with session facilitators
                Create and record attendance
16.   Assist with special events as needed:
                Awards Dinner/Potluck Luncheon/Holiday Social
Market events sending communication to employees, retirees, Board members, etc.
                Assist in decorating and event set up
                Prepare purchase orders 
                Order awards
                Assist in event clean up
17.   Process payroll requests as needed for new hires, Dual Credit employees and special circumstances.
18.   Assist employees in obtaining business cards, nameplates and name tags.  Process orders.
19.   Process correspondence for the Human Resources office, answer phones, schedule appointments, maintain records, record minutes for various meetings, collect information for reports, run errands, send faxes, type memos and letters, as needed.
 
Required Behaviors, Competencies, and Skills
Ability to relate quickly and tactfully to a variety of people, including the general public and colleagues.
Must be able to maintain a high degree of confidentiality.
 
Interpersonal skills:
Ability to coordinate multiple tasks and work under time pressures effectively to meet deadlines.
Communicate clearly and effectively in English with a variety of people both inside and outside of the organization.
Ability to identify and express problems and develop solutions from alternative methods and procedures.
Ability to understand directions, ask questions for clarification, and demonstrate appropriate action.
 
Technical skills:
Excellent computer skills including proficiency with word processing, spreadsheet, and database software.
Ability to examine documents for accuracy and completeness.
Rapid and accurate skills for inputting and accessing computerized information.
Strong math skills including computing ratios, rates, and percentages.
 
Experience
 
Education:
Associate’s degree in office skills, office management or closely related area.
 
Work Experience:
At least two years full-time directly related work experience.
 
Industry Knowledge:
Knowledge of payroll and human resources principles, practices, regulations, and procedures.
Knowledge and understanding of federal and state employment and labor laws, regulations, procedures, and standards.
 
Work Environment and Physical Requirements
Working in a professional office environment this position requires sitting, standing, stooping, kneeling, reaching, walking, pushing, pulling, light lifting, grasping, talking, seeing, hearing and repetitive motion.

Mineral Area College is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, gender identity, disability, age, religion, creed, sexual orientation, socioeconomic status, genetic and family medical history as defined by GINA, or marital or parental status, in admission/access to, or treatment/employment in its programs and activities.

Apply here!