SUMMARY
The Employment Specialist serves as a primary point of contact for the Office of Human Resources and is responsible for delivering exceptional customer service to employees, applicants, students, supervisors, retirees, and visitors. This position represents the Human Resources Office by creating a welcoming, professional, and service-oriented environment while assisting individuals with employment, payroll, benefits, leave, and general Human Resources inquiries.
Working collaboratively with another Employment Specialist, both positions share responsibility for the daily operations of the Human Resources Office. Each Employment Specialist performs the full range of employment administration, onboarding, personnel records management, recruitment support, leave administration, office operations, and administrative support functions. Both positions are fully cross-trained and share responsibility for all assigned functions to ensure continuity of operations, consistent customer service, and uninterrupted support during employee absences or periods of increased workload.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Customer Service & Front Office Operations
- Serve as the first point of contact for the Office of Human Resources by welcoming employees, applicants, students, retirees, and visitors in a courteous, professional, and service-oriented manner.
- Answer, screen, and direct telephone calls while providing accurate information regarding Human Resources services.
- Monitor and respond to departmental email inquiries.
- Assist visitors with employment applications, onboarding paperwork, payroll forms, leave questions, and other Human Resources processes.
- Receive and distribute incoming mail and prepare outgoing correspondence.
- Maintain reception, conference, and common office areas in a professional manner.
- Schedule appointments and coordinate meetings as needed.
- Maintain office supplies and coordinate equipment maintenance.
- Notarize official university documents as needed.
Employment & Recruitment Administration
- Coordinate recruitment activities for all non-student positions.
- Process Employment Request Forms and Employee Transaction Forms.
- Maintain employment postings through the University''s Applicant Tracking System (ATS).
- Assist hiring managers and search committees with ATS processes and recruitment procedures.
- Monitor applicant workflow throughout the recruitment process.
- Coordinate new employee onboarding and employment documentation.
- Conduct criminal background checks and other required pre-employment screenings.
- Ensure hiring documentation complies with university policies and applicable employment laws.
- Assist with employment reporting and compliance requirements.
Human Resources Administration
- Maintain complete, accurate, and confidential personnel files.
- Audit personnel files to ensure compliance with university, state, and federal requirements.
- Maintain official employee transcripts and credential documentation.
- Maintain and update university job descriptions.
- Prepare correspondence, reports, spreadsheets, and presentations.
- Compile data for institutional, state, federal, accreditation, and other required reports.
- Process payroll packets and employment documentation.
- Maintain electronic and physical Human Resources records.
- Assist employees and supervisors with Human Resources forms and procedures.
Leave Administration
- Administer employee leave reporting and maintain leave records.
- Process leave documentation and ensure timely reporting.
- Assist employees and supervisors with leave-related questions.
- Maintain confidential leave records in accordance with university policy.
Performance Management
- Coordinate the staff performance evaluation process.
- Track probationary and annual evaluation due dates.
- Distribute evaluation forms and correspondence.
- Monitor receipt of completed evaluations and maintain evaluation records.
Student Employee Coordination
- Recruit, hire, train, schedule, and supervise Human Resources student employees.
- Monitor student employee schedules, payroll hours, and budget allocations.
- Provide training and daily work assignments.
Shared Operational Responsibilities
- Work collaboratively with the other Employment Specialist to ensure seamless Human Resources operations.
- Maintain proficiency in all Employment Specialist responsibilities through ongoing cross-training.
- Share responsibility for all operational functions within the Human Resources Office.
- Provide seamless coverage during vacations, leave, training, and other staff absences.
- Coordinate workload and priorities to ensure timely completion of assignments.
- Develop and maintain standard operating procedures.
- Recommend improvements to Human Resources processes and customer service.
- Assist other Human Resources staff as needed.
- Perform other duties as assigned.