Assistant, Human Resources

Job Responsibilities

• Front desk reception duties: Answers telephones and directs calls to designated personnel. Responds to inquiries by providing information of a technical nature, exercising discretion in determining the nature of information to be released; refers unusual inquiries to supervisor for handling.
• Administrative tasks: Performs data entry, word processing, filing, composes routine correspondence, greets and assists visitors, answers phones, sets appointments, maintains records, orders supplies and equipment repairs, completes work verification and loan forgiveness requests, receives, opens, sorts and distributes mail, and routinely checks the HR email mailbox.
• Document preparation and processing: Prepares standard forms, invoices, memoranda, minutes, reports, agendas and other complex technical documents according to college procedures and guidelines.
• Data information: Gathers and provides information, maintains records, interprets data, runs and maintains complex statistical reports including designing tables, charts and graphs, and conducts special studies to report recommendations as requested.
• Personnel file maintenance: Assists in maintaining the personnel file room, including filing completed paperwork, revising labels, moving files to appropriate cabinets and ensuring the space is neat and organized.
• HR event support: Provides operational support to HR leaders for events such as manager meetings, MATC Day, retirement celebrations, WE Care Breakfast celebrations, etc.
• Correspondence: Responds orally and in writing to questions regarding district and departmental procedures; edits and proofs documents; maintains financial, personnel records and databases; tracks budget and compiles data for reports or presentations; prepares charts, graphs and tables.
• Systems and application support: Executes assigned tasks within HR systems and applications; creates and maintains Google Drive folders and electronic records; initiates communications in Publicate; enters and monitors jobs in Neogov; compiles survey results using Survey Monkey; supports workflow coordination to ensure timely completion and approvals of departmental projects and administrative processes.
• Ethics and confidentiality: Demonstrates honesty, consistency, and uncompromising adherence to strong moral and ethical principles; addresses student and employee behavior confidentially and respectfully.
• Collaborative teamwork: Establishes, maintains and enhances positive work relationships with staff, faculty and administrators; coordinates closely with the Facilities Planning team and leadership.
• Continuous learning and professional development: Maintains current knowledge of best practices and standards in higher education; actively participates in work groups, trainings, workshops, seminars, committees and professional associations or conferences to promote continuous learning.
• Other duties: Performs other related duties within the scope of the position as required for efficient operation of the division and to support institutional objectives.

Required

Education & Experience:

High School Diploma with evidence of completion of college courses in a related field; and one (1) year of clerical or related experience.

Preferred

Education & Experience:

Associate’s degree in a related field; two (2) years of clerical or related experience; previous HR experience is a plus.

• Working knowledge of MS Office Suite, Google Suite (Sheets, Docs), and ability to produce surveys using Survey Monkey and professional communications via Publicate.
• Knowledge of trends, issues and accepted practices relevant to the position.
• Deadline- and detail-oriented, with strong organizational, analytical and planning skills.
• Demonstrated ability to communicate effectively and relate well with students, parents, faculty, staff and others while maintaining appropriate confidentiality.
• Strong written communication skills and ability to produce clear, structured, articulate communications.
• Excellent organizational skills with ability to prioritize and manage multiple tasks and demands, including coordinating events with…