Human Resources Assistant - Employee Records

Salary: $67,758.26

Position Summary

Under general supervision, provides administrative support for staff within assigned division of the Authority’s Human Resources (HR) Department. Applies entry-level professional HR skills in assisting with work processes and performing routine HR tasks and functions in support of the Employee Records division.

Responsibilities

• Creates and issues Authority identification cards to employees and eligible retirees.
• Reviews source documents and verifies correct information is reflected using various computer databases.
• Arranges and coordinates the distribution, return, and destruction of identification cards.
• Maintains computerized and manual records of cards issued, replaced, and returned.
• Assists team members by providing administrative support as directed in the administration of various HR programs and activities.
• Composes and types letters, memoranda, and other correspondence related to assigned human resources programs and activities using word processing, spreadsheets, and graphics software.
• Prepares a variety of reports including technical reports and status reports pertaining to HR management programs and activities.
• Performs a variety of general office support duties including making copies, maintaining department calendars, assisting with HR events, data entry, database maintenance, and maintaining office supplies.
• Performs employee records maintenance, creates new employee files, processes and files employee records, responds to employee record requests, and prepares files for legal proceedings.
• Prepares and ships files to off-site storage facility according to filing and storage standards.
• Responds to employment verification requests.
• Facilitates onsite pre-employment appointments and coordinates onsite activities related to fingerprinting and onboarding.
• Provides customer service both in-person and by telephone to internal and external parties.
• Screens and directs telephone calls for assigned division; gathers and relays messages for staff.
• Provides answers to questions from employees and the general public regarding human resources issues and topics.
• Responds to various requests for information on behalf of the division.
• Participates in executing special projects as assigned by management.
• Produces complex correspondence, reports, and presentations using software for word processing, spreadsheets, and graphics.
• Executes project management strategies and functions, working closely with other departments on special projects and initiatives.
• Communicates with managers regarding project and initiative progress, expectations, and deadlines.
• Performs related duties as assigned.

Requirements

• Bachelor’s degree in Business, Human Resources, or a related field, plus two (2) years of experience in Human Resources, or an equivalent combination of education and experience relating to this position.
• Two (2) years of experience related to the area of assignment preferred.

Skills

• General knowledge of principles, practices, and office procedures of Human Resources.
• General knowledge of modern office practices, including record keeping and confidentiality, computer software for word processing, spreadsheets, presentations, and/or statistics.
• Strong written and oral communication skills.
• Good report and presentation writing skills.
• Ability to handle multiple tasks simultaneously.
• Ability to use a variety of computer applications including applicant tracking systems and Microsoft Office.
• Ability to work with a variety of diverse groups in a tactful and effective manner.
• Ability to work with sensitive information while maintaining strict confidentiality.

Physical Requirements

• Requires remaining in a stationary position for extended periods of time and constantly operating a computer and other office productivity machinery.
• Ability to move up to 25 pounds.
• Lifting, standing, and bending.

Working Conditions

• General office environment.
• Exposure to paper dust.
• Occasional travel to warehouse facility to retrieve records.

Service Area Requirement

Exempt (Non-Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA.

Equipment, Tools, and Materials Utilized

• Standard office equipment.
• Personal computer and related software (Word, Excel, PowerPoint, etc.).