Human Resources Administrative Assistant

About the Role

The Human Resources Administrative Assistant (Generalist) serves as the primary liaison between staffing agencies and CLIU #21 Departments, facilitating pre-interview and post-selection processes. This role supports HR staff, including absence and leave processing, and maintains active agency staff listings, files, and documentation.

This position reports directly to the Assistant Director of Human Resources and is responsible for all matters concerning assigned functions and other organizational business.

Responsibilities

• Provides secretarial services to the Human Resources Department, including word processing, data entry, data tracking, document development, copying, scanning, report creation, document mailing, and filing.
• Processes all agency staff applications and selection documents in accordance with departmental procedures.
• Accurately maintains the agency staff database following departmental procedures.
• Facilitates communication and contact with agency applicants.
• Serves as a resource for interview leaders regarding agency staff applicants, paperwork, or any aspect of the selection process.
• Communicates professionally and timely with staffing agencies and applicants regarding positions, document completion, and status updates.
• Collects and verifies clearances and other credentials for agency staff.
• Collaborates with the Human Resources Specialist-Onboarding to process emergency permits for new hires.
• Maintains agency staff applicant files in accordance with departmental procedures.
• Learns, applies, and follows CLIU #21 and Human Resources Department procedures, policies, and protocols efficiently and accurately.
• Maintains accurate written processes of tasks and responsibilities.
• Performs all assigned functions, responsibilities, and tasks as directed by the Human Resources Administrator or guidelines.
• Collaborates with other HR team members to provide quality services.
• Provides backup support for answering phones in the Human Resources Office.
• Processes Human Resources mail.
• Conducts reference checks for Instructional Assistants and Substitutes.
• Coordinates substitute coverage for the CLIU #21 Receptionist.
• Maintains physical and electronic filing systems according to departmental protocols.
• Prepares and issues employee identification cards following CLIU #21 procedures.
• Maintains an organized personnel folder system in accordance with departmental protocols.
• Handles record retention of terminated employee files, including preparation for scanning.
• Fingerprints employees as assigned (secondary duty).
• Provides backup support to the CLIU #21 Receptionist when necessary.
• Assists the Human Resources Administrative Assistant - Absences with daily absences, substitute placement, and medical notes.
• Conducts monthly quality checks of the HRIS Database using the report feature after the monthly Board meeting.
• Ensures proper documents are completed for Board approval of applicants.
• Assists in creating communications to update staff on employee leaves and absences.
• Assists in responding to and administering employee requests for leaves of absence, unpaid days, and absences requiring documentation.
• Acts as a backup to receive and respond to Workers Compensation Claim reports of injury.
• Serves as a backup to the Contracted Absence Coordinator.

Requirements

• High school diploma or GED (required).
• One (1) year of experience as an Administrative Assistant; human resources experience preferred.

Skills

• Advanced computer skills, including thorough knowledge of Windows and Microsoft Office Suite, and proficiency in departmental computer software.
• Ability to work effectively in a team environment.
• Secretarial skills to use office equipment, including phone systems, fax machines, copiers, scanners, computers, and calculators.
• Ability to maintain complete confidentiality.
• Excellent interpersonal skills, including patience, understanding, and congeniality.
• Strong oral and written communication skills.
• Ability to organize, plan, and manage job responsibilities with minimal supervision.
• Attention to detail and accuracy in completing tasks.
• Regular attendance during assigned work hours, subject to lawful leave rights and responsibilities.
• Proficient data collection and data entry skills.
• Ability to provide high-level customer service with patience and knowledge of departmental services.

Physical Requirements

• Ability to stand, bend, stoop, sit, lift, reach, communicate (vision, hearing, and speech), and carry or convey sufficient weight to safely perform duties.
• Ability to independently move around work areas.
• Ability to travel to and from assigned work locations without employer support.
• Ability to sit for long periods (up to 3 hours).
• Manual dexterity to effectively carry out functions, duties, and responsibilities.