Human Resources Assistant - Employee Records

SALARY

$67,758.26

POSITION SUMMARY

Under general supervision, provides administrative support for staff within assigned division of the Authority's Human Resources (HR) Department. Applies entry level professional HR skills in assisting with work processes and performing routine HR tasks and functions in support of the Employee Records division.

PRIMARY RESPONSIBILITIES

• Tasked with the creation and management of Authority issued identification cards. Responsibilities include:

o Creates and issues Authority identification cards to employees and eligible retirees.

o Reviews source documents and verifies correct information is reflected using various computer databases.

o Arranges and coordinates the distribution, return, and destruction of identification cards.

o Maintains computerized and manual records of cards issued, replaced, and returned.

• Assists team members by providing administrative support as directed in the administration of various HR programs and activities.

o Composes and types letters, memoranda, and other correspondence related to assigned human resources programs and activities using the appropriate software for word processing, spreadsheets, and graphics.

o Prepares a variety of reports including technical reports and status reports pertaining to HR management programs and activities.

o Performs a variety of general office support duties including, but not limited to making copies, maintaining various department calendars, assisting with various HR events, data entry, database maintenance, and maintaining office supplies.

• Performs a variety of tasks requiring specialized knowledge related to area of assignment: Employee Records

o Performs employee records maintenance, creates new employee files, processes and files employee records, responds to employee record requests, and prepares files for legal proceedings.

o Prepares and ships files to off-site storage facility according to filing and storage standards.

o Responds to employment verification requests.

• Performs all tasks associated with onboarding of new employees which will include but are not limited to:

o Facilitation of onsite pre-employment appointments.

o Coordinating onsite activities as they relate to fingerprinting and onboarding.

• Provides customer service both in-person and by telephone to internal and external parties.

o Screens and directs telephone calls for assigned division; gathers and relays messages for staff.

o Provides answers to questions from employees and the general public regarding human resources issues and topics.

o Responds to various requests for information on behalf of division.

• Participates in executing special projects as assigned by management.

o Produces complex correspondence, reports, and presentations using software for work processing, spreadsheets, and graphics.

o Executes project management strategies and functions, and works closely with other departments, as directed, related to special projects and initiatives.

o Communicates with Managers regarding project and initiative progress, expectations, and deadlines.

• Performs related duties as assigned.

MANAGEMENT RESPONSIBILITIES

Reporting to this position are the following jobs:

Job Title

• None

CHALLENGES

• Keeping abreast of new trends, legislation, and innovations in the Human Resources field.
• Developing and maintaining effective working relationships with various levels of Authority and outside contacts.
• Handling information with strict confidentiality and discretion.

EDUCATION/EXPERIENCE REQUIREMENTS

• Bachelor's degree in Business, Human Resources, or a related field, plus two (2) years of experience in Human Resources, or an equivalent combination of education and experience relating to this position.
• Two (2) years of experience related to area of assignment preferred.

PHYSICAL REQUIREMENTS

• Requires remaining in a stationary position for extended periods of time and constantly operating a computer and other office productivity machinery.
• Ability to move up to 25 pounds.
• Lifting, standing, and bending.
• Service Area Requirement: Exempt (Non-Union) employees must live within the boundaries of the CTA Statutory Service Area either at the time of employment or within 6 months of beginning employment at CTA.

KNOWLEDGE, SKILLS, AND ABILITIES

• General knowledge of principles, practices, and/or office procedures of Human Resources.
• General knowledge of modern office practices, including record keeping and confidentiality, computer software for word processing, spreadsheets, presentations, and/or statistics.
• Strong written and oral communication skills.
• Good report and presentation writing skills.
• Ability to handle multiple tasks simultaneously.
• Ability to use a variety of computer applications including applicant tracking systems and Microsoft Office.
• Ability to work with a variety of diverse groups in a tactful and effective manner.
• Ability to work with sensitive information while maintaining strict confidentiality.

WORKING CONDITIONS

• General office environment.
• Exposure to paper dust.
• Occasional travel to warehouse facility to retrieve records.

EQUIPMENT, TOOLS, AND MATERIALS UTILIZED

• Standard office equipment.
• Personal computer and related software (Word, Excel, PowerPoint, etc.)