Policies & Procedures Manual

630

E.25 ADMINISTRATIVE ASSISTANT TO THE DIRECTOR OF HUMAN RESOURCES

General Statement of the Function: To serve as the Administrative Assistant to the Director of Human Resources and perform administrative and clerical support activities for the Director and the Office of Human Resources. The general duties and functions of the position include, but are not limited to, facilitating the daily operations of the Office of Human Resources through the performance of many tasks. This position reports to the Director of Human Resources. Duties and Responsibilities: 1. Perform a wide variety of responsible clerical, technical, administrative, and office support duties in support of the College’s Office of Human Resources, including but not limited to, making copies; maintaining files; maintaining a calendar of activities, meetings, and various events for assigned staff; processing mail including receiving, sorting, timestamping, logging, and distributing incoming and outgoing correspondence and packages; and ordering office supplies. 2. Compose and type letters, memoranda, and other correspondence related to assigned human resources programs and activities. 3. Meet with new employees and new work-study students to discuss required paperwork and review the paperwork for accuracy. 4. Enter new employee and work-study information into EX file (i.e., job position, benefits, tax information, payroll information, address, etc.). 5. Maintain personnel records for all employees at the College. 6. E-Verify all new hires and work-study students. 7. Set up and maintain employee files in EX. 8. Set up positions codes in EX, as necessary. 9. Assist employees with any changes in mailing address, insurance(s), payroll information, tax deductions, etc. 10. Enter information into the MS Directory of New Hires. 11. Enter employee insurance benefits into the Benebridge website and update it as necessary. 12. Assist employees with their insurance choices. 13. Mail health and dental insurance packets to new employees when they elect to take these insurances. 14. Maintain and complete Family Medical Leave Act (FMLA) paperwork for employees. 15. Assist retirees with retirement paperwork. 16. Maintain employee files and leave records. 17. Maintain sick leave donated to employees. 18. Check leave request(s) submitted by employees to ensure sufficient leave for the request. 19. Submit employee leave request(s) to the Business Office and Payroll to process. 20. Maintain the accuracy of available leave totals in EX after payroll has been processed. 21. Respond to appropriate requests for employment verification, salary and benefit surveys, and other requests for information as directed by the Director of Human Resources.

22. Assist with the implementation of New Employee Orientation. 23. Maintain and distribute annual “Letter of Intent” to all employees. 24. Maintain Employee Performance Evaluation Forms. 25. Answer the telephone 26. Provide excellent customer service, both in-person and by telephone. 27. Perform other duties as assigned by the Director of Human Resources.

(Added 5/17/16)