Human Resources Assistant

Ingham-County; Lansing (MI); On-site; USD 40,000 - 52,000; Full time

Job summary

Ingham County in Michigan is seeking an organized HR Administrative Assistant to support the Human Resources Department with clerical duties, applicant tracking, files, and correspondence. You will assist with onboarding, payroll support, job postings, interviews, FOIA requests, training logistics, and data entry, while maintaining confidentiality and meeting deadlines.

This role requires excellent communication, Microsoft Office proficiency, HRIS familiarity, and the ability to multitask in a

Qualifications

• Associate’s degree in Human Resources, Business Administration or related field and two (2) years of administrative support experience dealing with personnel administration, human resources, and labor relations or a closely related industry.
• OR High School diploma and a minimum of five (5) years of administrative support experience dealing with personnel administration, human resources and labor relations or a closely related industry.
• Extensive knowledge of Microsoft Office products and HRIS software is preferred.

Responsibilities

• Answers frequently asked questions from applicants and employees relative to standard policies, hiring processes, etc., refers more complex questions to appropriate personnel.
• Post job vacancies in accordance with the job hiring process, screening applicants and managing the online applicant tracking system.
• Creates and maintains personnel, grievance and other confidential files and databases.
• Participates in recruiting activities including advertising, job fairs, candidate development activities, and assisting with recruitment strategies for hiring departments.
• Prepares reports such as employment statistical data, union seniority, union membership, union grievances, and sick leave donations.
• Processes mail, prepares correspondence, processes time cards, tracks department FMLA and LWOP usage, coordinates work orders, and orders supplies.

Skills

Communication skills

Confidentiality

Multitasking

Customer service

Education

Associate's degree in HR or related field

High School diploma + 5 years admin support experience

Tools

Microsoft Office

HRIS software

Job description

This position works in the office Monday - Friday 8:00am - 5:00pm

Under the supervision of the Human Resources Director, provides assistance to members of the public seeking employment with Ingham County, and provides assistance to employees seeking information regarding key human resources service areas. Maintains the integrity and confidentiality of human resource files and records. Performs periodic audits of human resource files and records to ensure that all required documents are collected and filed appropriately. Prepares and maintains records, prepares reports, prepares correspondence, schedules interviews and other appointments, arranges meetings, creates and maintains databases, and handles confidential information. Provides general administrative support for all functions in the Human Resources Department. Prepares and maintains a variety of correspondence, tracks department budget, schedules and tracks training, logs and tracks labor relations files, and assists with the planning of special events, e.g., employee service awards, the United Way Campaign, and Cultural Diversity, Equity and Inclusion Committee events. Processes accounts payable, orders department supplies, pays invoices and verifies employment status and processes other employment information documents such as public service loan forgiveness applications. Processes department payroll. Assists with the hiring and on-boarding process, prepares and updates personnel files, and provides general administrative support across the department.

1. Answers frequently asked questions from applicants and employees relative to standard policies, hiring processes, etc., refers more complex questions to appropriate personnel.
2. Post job vacancies in accordance with the job hiring process, screening applicants and managing the online applicant tracking system. Works closely with the Human Resources Generalist – Employment Specialist in the hiring and on-boarding process as well as developing recruiting strategies for hiring departments.
3. Creates and maintains personnel, grievance and other confidential files and databases.
4. Participates in recruiting activities including but not limited to advertising, job fairs, candidate development activities, and assisting with recruitment strategies for hiring departments.
5. Prepares reports such as but not limited to: employment statistical data, union seniority, union membership, union grievances, and sick leave donations.
6. Processes mail, prepares correspondence of all types, processes time cards, tracks department FMLA and LWOP usage, coordinates department work orders, and orders department supplies.
7. Assists applicants in navigating the on-line application process.
8. Assists with gathering information needed to complete a variety of information requests, including FOIA requests.
9. Coordinates the County-wide United Way campaign, MERS Delegate elections, deferred compensation vendor visits, annual Service Award Program and serves as the Treasurer for the Cultural Diversity, Equity and Inclusion Committee.
10. Performs periodic audits of human resources files and records to ensure that all required documents are collected and filed appropriately.
11. Facilitates the delivery of training by reserving training rooms, scheduling training times and performing other related tasks.
12. Assists departmental hiring managers with the NEOGOV hiring process.
13. Assists departmental hiring managers by scheduling candidate interviews when requested.
14. Checks candidate’s references and credentials, verifying experience and performing background checks (e.g., driving history, criminal history, etc.).
15. Coordinates the new hire on-boarding process, schedules pre-employment medical testing, and schedules orientation, working with newly hired employees to ensure that all needed paperwork and background checks are completed in a timely manner.
16. Works with the Human Resources Analyst to ensure that the department website and HRIS content is current and up-to-date with job descriptions, vacancy postings, and other employment related materials.
17. Processes new hire reporting and other reports as requested.
18. Files documents and performs periodic audits of human resources files and records to ensure that all required documents are collected and filed appropriately.
19. Maintains the integrity and confidentiality of human resource related information, files and records.
20. Meets deadlines in a timely manner, shifting focus between projects, prioritizing as needed and engaging in multitasking as required.
21. Maintains dependable and regular attendance.
22. Handles stressful situations on a semi-regular basis.
23. Maintains excellent customer service during stressful situations, utilizing problem-solving skills to resolve issues presented to the satisfaction of the customer.

Other Functions:

• Performs other duties as assigned.
• Must adhere to departmental standards in regard to confidentiality and other privacy issues.

(An employee in this position may be called upon to do any or all of the above tasks. These examples do not include all of the tasks which the employee may be expected to perform.)

Education and Experience:

Associate’s degree in Human Resources, Business Administration or related field and two (2) years of administrative support experience dealing with personnel administration, human resources, and labor relations or a closely related industry. OR High School diploma and a minimum of five (5) years of administrative support experience dealing with personnel administration, human resources and labor relations or a closely related industry.

Extensive knowledge of Microsoft Office products and HRIS software is preferred.

Other Requirements:

Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions.

(The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria).

Working Conditions:

• This position works in an indoor environment. There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.

Physical Requirements:

• This position requires the ability to sit, stand, walk, climb, balance, twist, bend, and stoop/crouch, squat, kneel, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers.
• This position’s physical requirements require periodic stamina in standing, walking, climbing, balancing, stooping/crouching, squatting, kneeling, lifting, carrying, and pinching.
• This position’s physical requirements require continuous stamina in sitting, twisting, bending, pushing, pulling, reaching, grasping, handling, and typing, enduring repetitive movements of the wrists, hands or fingers.
• This position performs sedentary work requiring a negligible amount of effort in the physical requirements above.
• This position primarily requires close visual acuity to perform tasks within arm’s reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, etc.
• This position requires the ability to communicate and respond to inquiries both in person and over the phone.
• This position requires the ability to operate a PC/laptop and to enter & retrieve information from a computer.
• This position requires the ability to handle varying and often high levels of stress.

(This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.)

November 4, 2021
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