Human Resource Assistant

Southern Illinois University at Carbondale; Carbondale (IL); On-site; USD 36,000 - 52,000; Full time

Job summary

Southern Illinois University Carbondale is seeking a Civil Service HR assistant to manage a busy reception area and assist with payroll inquiries, HR self-service issues, and guiding applicants through the application and testing process.

You will coordinate with HR staff and campus departments to deliver excellent customer service, handle mail routing, and maintain applicant files while ensuring compliance with Civil Service rules and university policies.

Qualifications

• High school diploma or equivalent.
• One year (12 months) from course work in human resource administration, business administration or a closely related field, or work experience performing basic HR/payroll or general office support duties.

Responsibilities

• Primary contact for reception area walk-ins; assisting with payroll inquiries, HRSS 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.
• Assists employees and applicants with various aspects of the employment process; including 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 HR systems.
• Performs routine filing and documentation tasks to keep applicant files up to date, including creating new applicant files and updating in HR Pro.
• Consults with applicants, employees, and university departments to explain and defend Civil Service Statute and Rules and university policies and guidelines.
• Responsible for maintenance of the temporary upgrade tracking system; logs upgrade hours and salaries; ensures compliance with Civil Service guidelines for upgrades length.
• 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.

Skills

Customer service

Administrative support

Data entry

Education

High school diploma or equivalent

One year of coursework or work experience in HR/administration

Job description

Description

Salary is competitive and commensurate with qualifications and experience.

Examples of Duties

• Primary contact for reception area walk-ins; assisting withpayroll inquiries, HRSS (electronic employee self-service tool)issues, and the job application/testing processes.
• Researches, responds, and routes calls and inquiries toappropriate HR staff member or campus department to provideexcellent customer service.
• Liaison for International Tax, Payroll, and W2 questions
• Responsible for assisting employees and applicants with variousaspects 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, purgingapplicant files for digital storage.
• Assist with centralizing HR reception to the current mail room toservice all of the HR areas.
• Handles all incoming and outgoing mail, ensuring accurate sortingand timely distribution to the relevant HR areas.
• Processes and updates address/phone/name changes in the variousHR systems.
• Performs routine filing and documentation tasks to keep applicantfiles up to date. Including creating new applicant files, updatingand creation in HR Pro.
• Consults with applicants, employees, and university departmentsto explain and defend the Civil Service Statute and Rules anduniversity policies and guidelines.
• Responsible for maintenance of the temporary upgrade trackingsystem. Logs upgrade hours and salaries. Insures compliance withthe Civil Service System's guidelines in regards to length ofupgrades.
• Responsible for sending out orientation documents to newly hiredstaff.
• Maintains monthly report for Extra Help hires by loggingjustification forms.
• Performs other related duties as assigned.

Qualifications

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, businessadministration or a closely related field, as measured by thefollowing conversion table or its proportional equivalent:
      • 30 semester hours equals one (1) year (12 months)
   2. work experience performing basic human resource/payroll orgeneral office support duties.

Supplemental Information

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 applicationincludes a complete and detailed employment history that highlightsyour relevant full-time and part-time work experience, includingstart and end dates of employment.
2. Relevant part-time work experience will count towards thequalifications for this position and will be converted to full-timeequivalence to calculate the total length of experience.
3. Upload all official transcripts to meet the educationalrequirements. If the job description specifies a minimum number ofcollege hours, transcripts are mandatory for the successfulprocessing of your application.
4. Veterans who qualify for preference must provide proof ofeligibility within ten (10) working days of submitting anapplication, unless the same proof has already been submitted in aprevious application. The required proof of eligibility includes,at a minimum, a copy of the veteran's DD214/DD215 form (Departmentof Defense), NGB22 form (National Guard), or Discharge Orders orDD256 Discharge Certificate (Reserves).
5. After the position has closed, your application and supportingmaterials will be reviewed to determine if you meet the minimumqualifications, including any specialty factors associated withthis position. Those who qualify will move forward for CivilService Examination/Testing.
6. Please monitor your e-mail for further information regardingyour application. Emails will be generated [e-mail].
7. For more information on Civil Service classifications, pleasevisit the SUCSS web site at sucss.illinois.gov.

About Civil Service Examination/Testing

The Civil Serviceexamination for this classification is based on your applicationmaterials and responses to the supplemental questions. Noparticipation other than submission of application materials isrequired from applicants that qualify to take the exam. If you meetthe minimum required qualifications for this position, yourapplication will move forward for examination/testing in which youwill receive a score calculated based on your education andexperience, and your name will be placed on the active employmentregister by exam score. This score will be emailed to the emailaddress noted on your application. After the application deadline,the names within the top three scores will be referred to thedepartment for interview.

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