Administrative Assistant I, Human Resources, Part Time

Administrative Assistant I- Human Resources Job Description Rev. 08/2024 Page 1 of 2 Pay Grid: A1 Status / FLSA Status: Part Time / Nonexempt Classification: Support Staff Department: Human Resources Reports to: Director of Human Resources Work Location: Oglesby Campus Hours of Work: Monday through Friday, between 8am and 4:30pm, not to exceed 29 hours per week POSITION SUMMARY: Provides critical administrative support to the Human Resources (HR) department while maintaining the confidentiality of the department and ensuring excellent customer service is provided. Handles administrative tasks related to employee management, recruitment, and HR processes. In addition, works closely with the Director of Human Resources and the HR staff in coordinating HR activities, maintaining employee records and supporting various HR functions to ensure efficient and effective operations. ESSENTIAL DUTIES AND RESPONSIBILITIES: A. Assists with day-to-day HR operations, including but not limited to maintaining office supplies and equipment, and ensures a clean and organized workspace. B. Positively represents the HR department as the first point of contact with internal and external stakeholders and upholds the Mission, Vision, and Core Values of the College at all times. C. Maintains the HR e-mail (humanresources@ivcc.edu). Responds and routes emails as appropriate in a timely manner. D. Assists the HR staff in maintaining and updating employee records, including personal information, job history, and compliance documents. E. Helps manage record retention in the department according to established procedures and guidelines. F. Supports the recruitment process by assisting the Employment Specialist with scheduling interviews, coordinating with candidates, and preparing onboarding materials. G. Assists the HR Generalist by preparing and maintaining benefit review handouts for the recruitment and onboarding process. H. Prepares and processes purchase requisitions and invoices for payment following the established procedures. I. Tracks and announces personnel changes via e-mail and maintains the employment log. J. Assists HR staff with inputting and maintaining data in HR systems and files ensuring accuracy and confidentiality. K. Organizes HR meetings, orientation/training sessions, and employee events, including logistics and communication. L. Manages the Utility Assistant and evening Administration Duty schedules. M. Provides general administrative support to the HR staff, including scheduling, correspondence, and file management. N. Assists the HR Department in the planning of the Annual Recognition Event. Administrative Assistant I- Human Resources Job Description Rev. 08/2024 Page 2 of 2 OTHER DUTIES AND RESPONSIBILITIES: Processes incoming and outgoing mail. Assists the President's Office with coordination of the new employee luncheon. Keeps filing current; photocopies, scans as needed. Participates on teams and committees as appropriate. Assists with maintaining department-related web pages. Other duties as assigned by the Director of Human Resources. SUPERVISORY RESPONSIBILITIES: This position does not have supervisory responsibilities. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. High school diploma or equivalent required; Associate's degree in Human Resources, Business Administration or related field preferred.
2. Previous experience in an administrative or HR support role is preferred.
3. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and strong organizational and communication skills are required. Familiarity with HR software (e.g., HRIS) is preferred.
4. Detail-oriented, able to handle confidential information with discretion, and capable of multitasking in a fast-paced environment are required. PHYSICAL DEMANDS / WORK ENVIRONMENT: The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Physical demands for this position include some light lifting and the ability to stand, sit, walk, reach, stoop, bend, push, pull, kneel, climb, use hands and fingers, and talk / hear for extended periods of time. The work environment for this position includes a typical office environment with no extremes in temperature, noise, and limited physical risk. The position is "at will", which means that either party may terminate the employment relationship with or without cause, for any reason or no reason at all, immediately upon notification given to the other party.