HR Administrative Assistant - Abacus Service Corporation

Duration: 3-month contract with plans to convert FTE for the right person

Hours: Full-time; Monday through Friday from 9am 5pm


POSITION QUESTIONNAIRE

1. General Information

Name of Incumbent: Vacant Date: April 19, 2022
Phone #: Position No.: 4534
Position Title: HR Administrative Assistant FLSA Status: Non-exempt
Salary Band: Specialist B Career Level: Front Line
Supervising Position Title: Director. HR Background Check Required: Yes
Customer Service
Home Department: Human Resource

1. Position Summary (The position summary should be a concise, one or two sentence statement of the position's basic function in the unit of which it is a part, and the general level of supervision under which the position operates. This statement briefly describes why the position exists.):

The HR Administrative Assistant provides day-to-day administrative support to the staff of the Human Resources Department. In this position, the incumbent schedules for and provides front desk coverage for the office. Duties include but are not limited to verifying employment using the 1-9 form, providing service to walk-in customers, answering and screening incoming calls, overseeing supply orders and distribution and coordinating the timely payments of HR office purchase orders, and disbursement requests. The HR Administrative Assistant will also provide back-up support to the Records Specialist on employee record management and employment verifications. The incumbent will also supervise and coordinate the work duties of the front desk student/PT employees.

1. Organizational Characteristics (Relative to Campus and/or Department) (This section amplifies the information provided in the job summary. Reporting relationships affecting the position are to be described here, e. g., "This position reports directly to ...., along with ...., ...., and....................................................... Reporting directly to this

position are ...., ...., and............ " In addition, the nature of the role the position plays in the organizational unit is
described here. For instance, if the position supervises or manages a subunit of the organizational unit, the function of that subunit is described here. Statements of authority vested in the position, level of supervision position receives, impact on research, and extent to which unit or institutional expertise in specialized fields of knowledge is vested in the position are also included in this section. AN ORGANIZATION CHART MUST ALSO BE FURNISHED WITH THIS QUESTIONNAIRE.):

This position reports to the Human Resources Coordinator and Office Manager. Reporting to this position are 2-3 front desk student employees. This position provides office management support for the HR and Payroll staff, and provides administrative support to the Executive Director and Director Team of the HR Department. The front desk team provides the first line of customer service to approximately 50% of the department's customer contacts.

E. Dimensions (The dimensions of a position are the numbers associated with the position. Number of personnel supervised, "dynamic " dollars affected by the position (expenses, budget, revenue generated, collections,

D. Principal Accountabilities (This section should give clear and concise statements of what the position does to accomplish its basic function in the organizational unit, described in the position summary and organizational characteristics. Each statement of a duty should also describe the result expected from the performance of that duty, e.g., "This position performs .... to meet, or accomplish............................................................................................... " Statements in this section
should include specific "action " verbs, such as "operates ", "schedules ", "prepares ", "calculates ", "plans ", "organizes ", "conducts ", etc., to describe each function. The Accountability Statements should also state, or clearly imply the degree of supervision under which each accountability is performed. These Accountability Statements become the basis for performance standards for the position. The percent of time on each duty should also be entered. The percentages of all of the combined Principal Accountabilities should add up to 100%.
In order to comply with the Americans with Disabilities Act (ADA), the "essential " functions of a position must be identified. The focus should be on the purpose of the function, or the result expected, rather than the manner in which the function is performed. A function is "essential " to the position, for ADA purposes, if the position exists to perform that function, a substantial portion of the position's time is required in the function, the nature of the organization is such that the function cannot reasonably be assigned to another position, the function requires a highly specific, specialized skill, and/or the consequences of this position not performing the function are serious. There are designated spaces for "essential " and "non-essential functions ". Note that the term "essential " is in the context of ADA definitions only, and does not indicate relative importance to the organization.):

ADA "Essential " Functions:
< > (45% of Time) Deliver high-quality customer service to department's customers at the HR front desk by greeting visitors, answering phones, and providing assistance and/or information as appropriate. Manage the front desk email, voicemail, and verification of employment contact and verifying employment using the 1-9 form. Supervise the front desk work study or PT employees to ensure coverage and efficient and consistent level of service. (20% of Time) Provide support to HR and Payroll staff as HR Administrative Assistant: oversee equipment orders, repairs; maintain supplies and office equipment; identify enhancements to customer and office services for internal staff and lead implementation. Ensure sufficient supplies of printed HR communications including: the Information Guide, policy materials, forms, and others. Support implementation of information technology initiatives including new applications and hardware for HR office; coordinate IT problems and solutions with e-operations and e-administration units. Identify and carry out team opportunities for customer service and office administration improvements. (25% of Time) Provide back-up support to the Records Specialist. Performing duties such as employee file maintenance and employment verifications. (10% of Time) Assist Assistant Vice President and all the Directors of Human Resources with projects as needed and provide administrative support including scheduling and phone coverage. Maintain HR central files (including confidential information) and HR office records. Assist with special projects and other duties as needed or assigned. ADA "Non-Essential " Functions:
< > (--% of Time) rate of return), student and research activity, extramural activity, etc., with which the position has active interaction on a regular basis, all give a sense of size to the position.) : degrees, directly related or indirectly related work experience, or other credentials, a candidate must have to enter the position with a reasonable expectation of success, within an acceptable time frame. Academic degrees and/or scholarly publishing activities should be included here. In most cases a certain level of understanding can be expressed using an academic degree or equivalent in training or experience. The requirements here are minimum entry requirements for the duties performed by this position; not necessarily reflecting the background of an incumbent. These requirements must be related to the essential functions of the position to be defensible. Qualifications that are preferred, or desirable can be included here, as long as such is clearly stated.):

Education, Training, and/or Experience Required: High school diploma. Bachelor's degree preferred along with the following:
< > 2 to 3 years of customer service and administrative experience required Excellent communication skills (oral and written) are essential Experience with Microsoft Office: Word, Excel and PowerPoint programs are required Supervisory or human resources experience preferred Prior office management or invoice processing preferred Experience with Outlook, web and graphic design programs preferred Other Skills and Abilities Required:

Must be able to complete the 1-9 Training to become 1-9 Certified. Incumbent
Supervisor_
Department Head______________________
PLEASE ATTACH AN ORGANIZATIONAL CHART, WHICH INCLUDES NAMES AND TITLES, AND WHICH GRAPHICALLY DEPICTS THIS POSITION'S PLACE WITHIN THE ORGANIZATIONAL UNIT.
You may also attach any existing job description for this position, and any other documentation, which may help provide an understanding of the nature of the position.