Review Vacancy
TitleOffice Assistant 1 Human Resources
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $33157 to $33157 Annually
Minimum Qualifications Must be 18 years of age or higher.
Duties Description Summary:
Serve as primary receptionist to the human resources office and serve as the primary administrative support to members of the HR professional team. Work hours will be 8:30 a.m. to 4:30 p.m. with lunch from 12:30 – 1:00 p.m.
Major Responsibilities:
Reception
Serves as primary receptionist to the Human Resources Office by performing the following duties:
• Greets all office guests and determines nature of the visit and either announces visitor to the appropriate staff member, schedules appointment, or takes a message
• Answers phone line, reviews voice mails and HR email account, determines nature of business, responds and/or directs to appropriate destination, and periodically schedules appointments consistent with staff expectations.
• Lead on receiving new hire paperwork, including I-9 verification and oath of office; reviews for completeness and routes accordingly.
• Perform mail preparation, delivery and mail pick up twice daily (9:45 a.m. and 1:15 p.m.).
• Open, date stamp, sort and distribute mail to appropriate staff member.
Administrative and Office Support
• Provide administrative support to professional staff: schedule meetings, maintain calendar, prepare mailings, documents, and record receipt of items needing tracking.
• Reconciles received signed contract letters for all faculty and professional staff, following up with employees that have not returned their contract. Makes copies and distribute to appropriate offices and files original
• Supports the child protection policy (CPP) procedures by processing appropriate notifications from covered event request forms after endorsed by the AVP for HR. Prepares and processes CPP background checks and quarterly re-verifications.
Office Filing
• Maintain office hard copy and electronic filing on at least a weekly basis including personnel files.
• Create new employee personnel files and purge terminated files consistent with campus retention requirements.
Purchasing and Inventory Management
• Maintain office supply inventory. Responsible for all inventory counts, ordering, and ensuring the supply room/supply cabinet in the office area is kept clean and orderly.
• Prepare and submit all shredded documents for contractual shredding at least quarterly.
• Prepare and process office purchase requisitions or utilize Procurement card consistent with purchasing guidelines to order and process payments for all office supplies, copier supplies, staff memberships, subscriptions, etc.
• Contact service repair technician for maintenance and repair purposes.
Miscellaneous
• Assist staff members with various projects as appropriate
Additional Comments EXPECTED KNOWLEDGE, SKILLS AND ABILITIES:
• Excellent customer service skills
• Organization and attention to detail
• Dependability and flexibility
• Proficiency with Microsoft Office Suite and other web-based programs
Some positions may require additional credentials or a background check to verify your identity.