Human Resources Office Assistant



Posting Details

Recruitment Number

987

Working Title

Human Resources Office Assistant

Position Type

Staff/Administrative

Appointment Percentage

100

Division/College

Administration and Finance Division

Description of College / Department / Program / Division / Unit

The Division of Administration and Finance is committed to providing quality campus services to faculty, staff, students and external constituencies in support of the university’s mission of teaching, research, and public service. The division includes Facilities Planning & Management, Budget, Human Resources, Information Technology Services and Police & Parking Services.

Position Summary

This position functions under the direct supervision of the Assistant Director and supports the Human Resources Department. The Human Resources Office Assistant provides front office duties including reception, office management, general human resources assistance including some data entry with a strong customer service focus. The normal work schedule for this position is Monday through Friday, 7:45 a.m. to 4:30 p.m.

Required Qualifications

• Minimum of Associates Degree and 1 year of office/clerical work experience.
• Ability to work independently and in a team or group setting.
• Demonstrated exceptional “customer first” service skills (friendly, engaging, helpful).
• Knowledge of Microsoft Office Suite including MS Word, MS Excel, MS PowerPoint.
• Knowledge of standard office equipment (multi-line telephone, copy/printer/fax).
• Excellent oral and written communication skills and practices.
• Strong attention to detail with high organizational skills in a fast paced office environment.
• Ability to maintain confidentiality as it relates to payroll, benefits, and other HR information.
• Possess or be able to obtain Wisconsin Notary.

Preferred Qualifications

• Office management experience
• Knowledge of state human resources statutes, rules, procedures and practices.
• Experience in human resources office functions.
• Higher education experience.

Physical Demands

• Repetitive wrist motion; navigating across campus; sitting; talking; hearing; standard office equipment operations; carrying/lifting up to 20 pounds occasionally, 50 pounds rarely with or without accommodation.

Working conditions and environment

• Fast paced working environment with numerous interruptions. Position is seated at the main entrance and is the first point of contact for customers.

Miscellaneous Information

• All duties must be performed with the highest degree of confidentiality, constantly aware of the compliance with Wisconsin’s public records laws and document retention.
• Under general direction, employee works independently towards completion of goals within established time-frames. Instructions are given both verbally and written.
• Periodic meetings with supervisor to discuss focus and goals.

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Office management

Duties to Support Responsibility

• Provide front office customer service and reception during office hours. Arrange for coverage during scheduled absences.
• Create and maintain front office procedures.
• Respond to visitors regarding basic HR functions, answering when able or consulting with appropriate personnel. Route questions as appropriate.
• Opening and locking the office, coordinate the mail process, answer the department telephone, check voicemail messages responding promptly or refer customers to the appropriate HR staff member.
• Provide inventory control of office equipment, supplies, forms and keys. Complete necessary paper work for approval to order supplies and equipment maintenance as needed. Initiate work order requests when necessary.
• Perform purchasing card reconciliation for HR team.

Percentage Of Time

30

Essential

Yes

Responsibility Statement

Human Resource office support

Duties to Support Responsibility

• Coordinate and prioritize general front-office workflow and projects.
• Manage the departments shared email inbox and provide ticket assignments in ZenDesk.
• Assist HR leadership team with department priority project support.
• Serve as the backup to HR staff in the collection of new hire paperwork and the verification process for I-9s.
• Employment and financial verification is managed through a third party vendor, ensure this process is identified to those inquiring information.
• Understand the varied payroll periods and timelines to provide timely information.
• Maintain thorough understanding of the changes of policies, procedures, or benefits, which impact UWL employees.
• Manage a variety of employee databases to include mandatory training, HRIS employee entry / auditing and recognition.

Percentage Of Time

30

Essential

Yes

Responsibility Statement

Personnel records coordination

Duties to Support Responsibility

• Create, maintain and manage personnel files to ensure documents are filed correctly and in a timely manner.
• Close out personnel files according to department practices and records retention requirements.
• Maintain I-9 files & coordinate records retention / destruction according to USCIS and state guidelines.
• Assist HR Leadership team with information/file gathering as it pertains to litigation/arbitration of labor relation issues, formal lawsuits, and open records requests.

Percentage Of Time

20

Essential

Yes

Responsibility Statement

Miscellaneous

Duties to Support Responsibility

• Assist the leadership team in the coordination of special events to include training / staff development functions, recognition and other HR related events.
• Maintain & update office bulletin boards to include electronic boards throughout campus.
• Attend departmental staff meetings and record minutes when requested.
• Serve on university committees as assigned.
• Other projects and duties as assigned by HR Leadership team.

Percentage Of Time

10

Essential

No

Posting Detail Information

Special Instructions

Posting Date

12/21/2020

Close Date

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

01/08/2021

Position Contact Name

Mindy Thurin

Position Contact Email

mthurin@uwlax.edu
Required Documents
Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter/Letter of Application
Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

  1. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).
    • I prefer my identity remain confidential and have read and understand that if I am the successful candidate for this position, my name may be released.
    • I do not request that my identity remain confidential.
  2. Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Per UPS Operational Policy: TC 1, UW System requires reference checks related to sexual harassment and sexual violence to be conducted at a minimum with a final candidate’s most recent employer and with all previous UW System institution and State of Wisconsin agency employers from the past seven years.)

    (Open Ended Question)

  3. Are you currently employed by or have you been employed by a UW System institution or a State of Wisconsin agency during the last seven (7) years? Please answer yes or no. If yes, provide the institution or agency name, your supervisor and contact information, including phone number and email address.

    (Open Ended Question)

  4. Will you now or in the future require visa sponsorship for employment at the University of Wisconsin-La Crosse? (UW-L and UW System institutions pay for some or all of the sponsorship costs. Some candidates may require an H1B or another form of employment sponsorship to work in the US. This question is asked so that if you are the successful candidate, Human Resources can work with your work unit to begin the process of obtaining this visa).
    • Yes, I will require sponsorship prior to employment.
    • Yes, I will require sponsorship for continued employment if hired.
    • No, I do not require sponsorship and am eligible to work in the US.
  5. After you retire from a Wisconsin Retirement System (WRS) employer, you may return to work with a WRS employer as a rehired annuitant, provided certain requirements are met. There are no restrictions on what type of position a rehired annuitant can hold. Under the WRS, there is no limit to how much you may earn as a rehired annuitant. (Learn more: https://www.wisconsin.edu/ohrwd/benefits/life-events/empcha/ra/). Are you currently collecting an annuity from the Wisconsin Retirement System, (WRS)?
    • Yes
    • No
  6. How did you hear about this employment opportunity?
    • Chronicle of Higher Education Web Site
    • Discipline-Specific Publication/Web Site
    • HERC Web Site
    • HigherEdJobs.com Web Site
    • Job Center of Wisconsin Web Site
    • Minority Publication/Web Site
    • University of Wisconsin - La Crosse Social Media (i.e. Facebook, LinkedIn, Twitter)
    • University of Wisconsin - La Crosse Web Site
    • La Crosse Tribune
    • Personal Referral
  7. Are you an alum of the University of Wisconsin-La Crosse?
    • Yes
    • No
  8. Were you ever found to have engaged in any sexual violence or sexual harassment in a previous work assignment? (Required under UW System Administrative Policy 1275)
    • Yes
    • No
  9. Are you currently under investigation or have ever left employment during an active investigation in which you were accused of sexual violence or sexual harassment? (Required under UW System Administrative Policy 1275)
    • Yes
    • No


Similar jobs

Similar jobs