Human Resource Assistant

Southern Illinois University Carbondale; Carbondale (IL); On-site; USD 42,000 - 52,000; Full time

Job summary

Southern Illinois University Carbondale is seeking an HR receptionist to support the payroll, applicant testing, and employment processes in a university HR office. You will be the first point of contact, routing inquiries to the right staff and assisting applicants through the Civil Service framework.

The role involves processing applicant files, maintaining HR data in HR Pro and ATS, and assisting with orientation materials for new hires, while coordinating mail and records for HR teams.

Qualifications

• High school diploma or equivalent required.
• One year of work experience or coursework in HR/payroll or office support.
• Ability to explain Civil Service rules and university policies.

Responsibilities

• Serve as primary contact for reception area; assist with payroll inquiries and HRSS issues.
• Route calls and inquiries to appropriate HR staff for prompt service.
• Assist applicants with employment processes including application/testing.
• Process and maintain applicant files and HR data in HR Pro and ATS.
• Prepare orientation documents for new staff and maintain hire reports.
• Coordinate mail and document handling for HR areas.

Skills

Customer service

Office support

Communication

Education

High school diploma or equivalent

Tools

HR Pro

Applicant Tracking System

Job description

Salary is competitive and commensurate with qualifications and experience, while also considering internal equity.

• Primary contact for reception area walk-ins; assisting with payroll inquiries, HRSS (electronic employee self-service tool) issues, and the job application/testing processes.
• Researches, responds, and routes calls and inquiries to appropriate HR staff member or campus department to provide excellent customer service.
• Liaison for International Tax, Payroll, and W2 questions
• Responsible for assisting employees and applicants with various aspects of the employment process; including but not limited to, assisting applicants navigate the application/testing process, copying, documenting, and verifying veterans' preference points, inputting application data in an applicant tracking system, creating and maintaining hard copy applicant files, purging applicant files for digital storage.
• Assist with centralizing HR reception to the current mail room to service all of the HR areas.
• Handles all incoming and outgoing mail, ensuring accurate sorting and timely distribution to the relevant HR areas.
• Processes and updates address/phone/name changes in the various HR systems.
• Performs routine filing and documentation tasks to keep applicant files up to date. Including creating new applicant files, updating and creation in HR Pro.
• Consults with applicants, employees, and university departments to explain and defend the Civil Service Statute and Rules and university policies and guidelines.
• Responsible for maintenance of the temporary upgrade tracking system. Logs upgrade hours and salaries. Insures compliance with the Civil Service System's guidelines in regards to length of upgrades.
• Responsible for sending out orientation documents to newly hired staff.
• Maintains monthly report for Extra Help hires by logging justification forms.
• Performs other related duties as assigned.

1. High school diploma or equivalent.
2. Any one or any combination totaling one (1) year (12 months) from the following categories below:
   1. course work in human resource administration, business administration or a closely related field, as measured by the following conversion table or its proportional equivalent:
      1. 30 semester hours equals one (1) year (12 months)
   2. work experience performing basic human resource/payroll or general office support duties.

Illinois Residency Requirement:

Pursuant to the State Universities Civil Service System, out-of-state candidates must establish Illinois residency within 180 calendar days of the start date for this position.

Tips for Completing a Civil Service Application:

1. To be eligible for the role, ensure that your application includes a complete and detailed employment history that highlights your relevant full-time and part-time work experience, including start and end dates of employment.
2. Relevant part-time work experience will count towards the qualifications for this position and will be converted to full-time equivalence to calculate the total length of experience.
3. Upload all official transcripts to meet the educational requirements. If the job description specifies a minimum number of college hours, transcripts are mandatory for the successful processing of your application.
4. Veterans who qualify for preference must provide proof of eligibility within ten (10) working days of submitting an application, unless the same proof has already been submitted in a previous application. The required proof of eligibility includes, at a minimum, a copy of the veteran's DD214/DD215 form (Department of Defense), NGB22 form (National Guard), or Discharge Orders or DD256 Discharge Certificate (Reserves).
5. After the position has closed, your application and supporting materials will be reviewed to determine if you meet the minimum qualifications, including any specialty factors associated with this position. Those who qualify will move forward for Civil Service Examination/Testing.
6. Please monitor your e-mail for further information regarding your application. Emails will be generated from [e-mail].
7. For more information on Civil Service classifications, please visit the SUCSS web site at sucss.illinois.gov

About Civil Service Examination/Testing:

The Civil Service examination for this classification is based on your application materials and responses to the supplemental questions. No participation other than submission of application materials is required from applicants that qualify to take the exam. If you meet the minimum required qualifications for this position, your application will move forward for examination/testing in which you will receive a score calculated based on your education and experience, and your name will be placed on the active employment register by exam score. This score will be emailed to the email address noted on your application. After the application deadline, the names within the top three scores will be referred to the department for interview.

Sponsorship for work authorization is not available. For more information visit https://policies.siu.edu/policies/employment-non-us-citizens.php