Human Resources Assistant Substitute

Basic Functions

This is a continuous recruitment for an applicant pool to fill part‑time, substitute, temporary, or hourly assignments on an as needed basis.

Departments or Divisions will refer to the pool of applications on file, as needed, to fill temporary assignments. Applicants will remain in the pool for at least 12 months.

Compensation will be based on the position that is being subbed. Substitute compensation will be calculated using step 1 of the range the classification is placed on the Classified Salary Schedule.

DEFINITION

Under general supervision, performs a variety of clerical and administrative duties in support of human resources staff and functions including recruitment and selection, onboarding, new employee orientation, and records administration; answers, screens, and refers visitors and telephone calls; opens, routes, and distributes mail; types, edits, processes, distributes, and files a variety of documents; enters data and information into various databases and computer systems;

prepares, maintains, verifies, and processes a variety of personnel documents; and performs related duties, as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

This classification is responsible for independently performing clerical duties in support of human resources staff and functions. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

EXAMPLES OF TYPICAL JOB FUNCTIONS

Management reserves the right to make reasonable accommodations so that qualified employees with verified medical conditions can perform the essential functions of the job.

• Performs a variety of clerical and administrative duties in support of professional and technical human resources staff and functions, including word processing, data entry, record‑keeping, and filing.
• Screens calls and visitors; assists staff, students, and the public at front counter and directs to appropriate locations and/or staff; responds to complaints and requests for information.
• Within established guidelines, verifies and reviews a variety of forms and documents for completeness and conformance with established procedures including but not limited to personnel action forms, staff evaluations, fingerprint clearance, and new hire paperwork.
• Prepares, copies, collates, and distributes a variety of documents, including new hire packets; ensures forms and documents are up to date and that copies are properly filed in departmental or central files.
• Creates standard spreadsheets; scans, indexes, and archives records, as assigned; routes documents for approval; enters and retrieves data and information into and from various databases and computer systems.
• Receives, opens, time stamps, sorts, and distributes incoming and interdepartmental mail; prepares and distributes outgoing mail.
• Compiles information and data for administrative and basic statistical reports; assembles reports, manuals, articles, announcements, and other informational materials.
• Orders and distributes supplies, equipment, and materials; ensures adequate inventory of department supplies; and schedules equipment repairs and maintenance issues.
• Organizes, archives, scans, copies, maintains, and retrieves records, documents, reports, and files; audits files for compliance with mandated requirements and records retention schedules; pulls and prepares personnel files for annual audit.
• Coordinates background check and fingerprint live scan process for required classifications; rolls fingerprints electronically for employment purposes; updates applicable clearance logs.
• Schedules appointments and meetings; reserves conference rooms; makes travel arrangements; and maintains various schedules and calendars.
• Maintains confidentiality of information obtained in the course of assigned duties.
• Works productively and cooperatively with others by demonstrating respect,…