Human Resources Assistant

Summary

Job Category:
Human Resources
Job Title:
Human Resources Assistant
Job Category Definition:
This specialty covers the strategic and operational management of activities related to the performance of the human resources function in an organization. As a strategic partner of management, functions include planning, developing, and coordinating innovative human resource programs that advance the business goals and objectives of the operating units; providing leadership in the development of integrated human resources systems to support management activities; providing analyses in support of institutional planning activities and external information requests; and providing consultant and business analyst support for Human Resources process improvement initiatives.
Job Title Definition:
The Human Resources Assistant supports the daily management of office operations, administers various human resources programs, and arranges conferences and parking assignments; handles inquiries regarding University benefits, processes benefits related forms and notifications, processes new enrollees and/or changes in benefits and verifies employee benefit coverage; provides assistance and coordination for various human resources functions, including recruiting, employment, training, unemployment and worker's compensation, employee relations, computerized payroll, and various programs for a college or unit. Duties are performed at various levels within the defined title.
Working Conditions:
Specific physical requirements and effort are outlined in Job Responsibilities Worksheet (list of essential job duties and responsibilities specific to a particular job at the unit level) in accordance with the Americans with Disabilities Act of 1990 (ADA).
Other Requirements:
 

Levels

Level 1  

There is currently no level 1.

Level 2 

Level Details
Job Code Salary Band FLSA Status
HRHR0102 E Non-Exempt

Level 2 positions typically demonstrate intermediate knowledge of the concepts, practices and procedures of a particular field of specialization; perform intermediate tasks in defined skill areas/applications by continuously building on current job knowledge; maintain effective relationships with peers, vendors, and others in a diverse environment; support team decisions and follow through with team responsibilities; interpret information, ideas and instructions and communicate clearly and accurately both verbally and in writing including materials intended for distribution; determine causes of unusual occurrences and apply standard principles and practices to determine and implement solutions; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under general supervision, while performing assignments that are varied and that may be somewhat difficult in character, but usually involve limited responsibility.

Typical Education & Experience

1+ years related experience

High School Diploma or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Process human resources and payroll forms (i.e., re-appointments, leaves, wage payroll, pay increases, etc.); enter information into human resources/payroll systems
  • Assist employees with the completion of employment and human resources forms (e.g., I-9, W-4, etc.) in accordance with Federal/State laws and University policies; establish personnel files
  • Ensure that forms are processed in accordance with payroll deadlines
  • Answer general human resources and payroll inquiries
  • Review policies and assist students, faculty, staff, and retirees with questions concerning human resources programs and/or processes
  • May calculate eligibility requirements or verify eligibility data
  • Enroll or remove individuals from various plans and programs
  • Collect, review, and process premium payments (i.e., retirement accounts, flexible spending accounts, etc.); monitor deductions from accounts and process refunds; verify accuracy of information; make adjustments as needed; monitor deadlines and provide notifications
  • Submit or process insurance/benefits claims
  • Assist with various ongoing human resources-related projects
  • Generate and review reports; update data/information and track changes; may run database queries
  • Perform general office support; file appropriate documentation and maintain files
  • Respond to requests for information from insurance companies, hospitals, and/or providers regarding coverage of employees; verify coverage and resolve related problems
  • May issue office/building keys and parking permits; maintain appropriate databases
  • May coordinate the work of others

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 3 

Level Details
Job Code Salary Band FLSA Status
HRHR0103 F Non-Exempt

Level 3 positions typically demonstrate proficient and comprehensive knowledge of defined skill areas/applications to integrate fundamental elements from other specialties into work assignments; apply knowledge of principles, practices, and procedures of a particular field of specialization to complete difficult assignments; promote a culture that is conducive to effective relationships among diverse team members; ensure safe practices and environmental consciousness are exhibited in decisions; may lead a project team involved in completion of difficult assignments, requiring proficient knowledge of field of specialization; interpret and communicate information, ideas and instructions clearly, accurately and persuasively both verbally and in writing including materials intended for distribution; incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions; typically work with minimal supervision on difficult assignments, conferring with manager on unusual matters.

Typical Education & Experience

2+ years related experience

Associate's Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Determine, initiate, and monitor appropriate human resources and payroll forms (i.e., re-appointments, leaves, wage payroll, pay increases, etc.); enter information into human resources/payroll systems; ensure timely processing and approval
  • Assist employees with the completion of employment/human resources related forms (e.g., I-9, W-4, etc.); ensure that Federal/State laws, University policies and procedures are followed; verify correct information, determine eligibility, and complete necessary documentation for specific area of responsibility; establish personnel files
  • Support, maintain and monitor human resources programs and events; maintain up- to-date records of actions, decisions and timeframes; programs may include: New Employee Orientation, training, annual performance evaluations, job reviews, salary increases, probationary period tracking, professional development, years of service awards, etc.
  • Coordinate the hiring process; post job announcements and advertisements, coordinate interview materials and prepare offer letters
  • Answer questions and provide explanations related to University policies and procedures, Union agreements, general benefits questions, FMLA, etc.
  • Create and maintain databases and queries; generate reports from various human resources tables/databases; notify appropriate authority for further action within the given timeframe
  • May perform website updates
  • Assist employees with on-line human resources systems (e.g., attendance system, staff announcement system, employee self service system, etc.); verify and review information for accuracy
  • Perform general office support such as answering telephone, greeting visitors, distributing mail, preparing correspondence, scheduling and canceling meetings and appointments, compiling information, etc.
  • Create and maintain files
  • May monitor general funds and office budget; prepare financial reports
  • May make travel arrangements
  • May issue office/building keys and parking permits; maintain appropriate databases
  • May coordinate the work of others

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 4 

Level Details
Job Code Salary Band FLSA Status
HRHR0104 G Non-Exempt

Level 4 positions typically demonstrate advanced knowledge of principles, practices, and procedures of a particular field of specialization and complete complex assignments; integrate complex elements from other specialties into work assignments; demonstrate a strong commitment to inclusionary practices which support diversity throughout the University; establish a shared vision and take responsibility for the achievement of team goals, and provide direction for appropriate implementation of plans; present ideas, concepts and instructions in a clear manner, and use persuasion and negotiation to build consensus and cooperation; ensure safe practices and environmental consciousness are exhibited in decisions; develop new techniques, concepts, theories, programs or solutions and apply them to complex strategic operating issues; typically work independently on complex work assignments, review progress and evaluate results and update management as appropriate; may direct and delegate work to lower-level staff.

Typical Education & Experience

4+ years related experience

Associate's Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Process, approve and monitor human resources and payroll forms (i.e., re-appointment, leaves, wage payroll, pay increases, etc.)
  • Perform calculations and pay adjustments as necessary; enter information into human resources/payroll systems
  • Determine and advise of appropriate employee appointments
  • Process and monitor payroll; perform calculations and pay adjustments as necessary
  • Collect, coordinate, and process appropriate employment and benefits documentation; interpret, explain and provide guidance in one or more areas of expertise such as benefits, Visas, and I-9s in accordance with applicable Federal/State laws and University policies
  • Coordinate the hiring process; post vacancies, arrange advertisements, schedule interviews, prepare interview material, etc.; may review resumes to determine relevant experience and education
  • Coordinate deadlines for various human resources processes or events; assist with the coordination or administration of human resources programs and maintain up-to-date records of actions, decisions and timeframes
  • Monitor information within on-line HR systems (e.g., attendance system, staff announcements system, employee self service systems, etc.) for accuracy and further action; may provide training in the use of these applications
  • May identify and maintain lists such as employees requiring certifications or seniority listings
  • Resolve complex questions and provide detailed explanations related to University policies and procedures, Union Agreements, general benefits, FMLA, etc.
  • May evaluate immigration eligibility and academic status; may counsel and provide information regarding immigration and employment status, compensation, and benefits; resolve issues and concerns
  • Create, monitor, and maintain databases and queries
  • Generate reports from various human resources tables/databases; monitor changes and notify appropriate authority for further action within the given timeframe
  • May perform web updates
  • Perform general office support such as answering telephone, greeting visitors, distributing mail, preparing correspondence, scheduling and canceling meetings and appointments, compiling information, etc.
  • Monitor and update monetary transactions and reconcile financial accounts; complete financial reports; may monitor office budget
  • Maintain office supplies and process purchases as necessary
  • May recommend or advise supervisor/manager of further action necessary to complete human resources related tasks
  • May oversee and coordinate the work of others
  • May act in the absence of supervisor

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 5 

Level Details
Job Code Salary Band FLSA Status
HRHR0105 H Non-Exempt

Level 5 positions typically extend mastery of job knowledge to the principles, theories and practices of related specialties; expand knowledge of best practices and incorporate into all work assignments and procedures; evaluate and enhance current practices and efforts to ensure optimal support of diversity; oversee leadership of teams and projects that involve extensive cooperation and coordination between multiple departments across the University or with external customers; prepare written and/or verbal presentations or proposals on highly complex issues and deliver to a broad variety of audiences; identify and implement innovative solutions to important, highly complex strategic and/or operational issues which may involve unusual circumstances and incomplete or conflicting data; ensure safe practices and environmental consciousness are exhibited in decisions; work independently on highly complex or strategic assignments; may direct and supervise lower-level staff.

Typical Education & Experience

6+ years related experience

Associate's Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Make recommendations for process improvements for Human Resources administrative processes (e.g., streamline procedures, elimination of unneeded or repetitive work)
  • Participate in and provide support to committees and task forces as assigned
  • Train, mentor, and assist less experienced Human Resources Assistants and administrative staff
  • May oversee and coordinate the work of other support staff
  • Coordinate with other units/departments to obtain information and/or to provide information such as Affirmative Action data, strategic plans, employment postings, etc.
  • Process, approve, and monitor human resources and payroll forms (i.e., re-appointment, leaves, wage payroll, pay increases, etc.)
  • May make or recommend decisions on exceptions to policies and/or procedures
  • Collect, coordinate, and process appropriate employment and benefits documentation; interpret, explain and provide guidance on complex issues in one or more areas of expertise such as benefits, Visas, and I-9s in accordance with applicable Federal/State laws and University policies
  • Coordinate the hiring process; post vacancies, arrange advertisements, schedule interviews, prepare interview materials, etc.; may review resumes to determine relevant experience and education
  • Coordinate deadlines for various human resources processes or events; assist with the coordination or administration of human resources programs and maintain up-to-date records of actions, decisions and timeframes
  • Monitor information within on-line HR systems (e.g., attendance system, staff announcements system, employee self service systems, etc.) for accuracy and further action; may provide training in the use of these applications
  • Resolve complex questions and provide detailed explanations related to University policies and procedures, Union Agreements, general benefits, FMLA, etc.
  • May evaluate immigration eligibility and academic status; may counsel and provide information regarding immigration and employment status, compensation, and benefits; resolve issues and concerns
  • Create, monitor, and maintain databases and queries
  • Generate reports from various human resources tables/databases; monitor changes and notify appropriate authority for further action within the given timeframe
  • May perform web updates
  • Monitor and update monetary transactions and reconcile financial accounts; complete financial reports; may monitor office budget
  • Maintain office supplies and process purchases as necessary
  • May recommend or advise supervisor/manager of further action necessary to complete human resources related tasks

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.