Human Resources Assistant

General Summary

This is an exciting time at Lake-Sumter State College!

Under the leadership of President Heather Bigard, we are embarking on a bold journey to transform the ways in which we connect and educate our students while embracing our rich history of high-quality education and personalized student support services. We currently serve over 6,500 students each year and plan to grow to over 10,000 in the next several years.

As a Lakehawk, you’ll have the opportunity to connect and collaborate with incredible faculty and staff who are focused on making a real difference in the lives of students in our community. Together, we will continue to create a significant impact to meet the needs of today’s students and prepare for future generations.

We invite you to join us in our commitment to student success!

The Human Resources Assistant is an essential member of the HE department, and supports the daily functioning of HR operations and administration of various human resources programs. Functional support includes, but is not limited to HR general operations, records maintenance, vendor liaison, new hire processing, benefits administration, employee events and wellness programs. Examples of typical general administrative and clerical functions include processing and maintaining all employee electronic and hard-copy personnel records, composing employment offers and faculty limited contracts, arranging meetings and events; handling inquiries regarding College benefits, processing benefits related forms and notifications, processing new enrollees and/or changes in benefits and verifies employee benefit coverage, unemployment and worker's compensation, employee relations, computerized payroll, and various other programs or HR initiatives. Duties are performed at various levels within the defined title.

IMPACT TO STUDENT SUCCESS:

The HR Assistant is a customer service ambassador, that provides equally stellar customer service to our Lakehawk Community comprised of our students, employees and guests. All duties are performed with the intention to support the College’s Mission, Vision and Core Values.

Principal Duties & Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES: include, but are not limited to the following:

Administrative

• Maintains accurate and up-to-date human resource files, records, and documentation, digital, electronic and hard-copy within required timeframes and in compliance with required FL statutes and standards. .
• Maintains the integrity and confidentiality of human resource data, files and records.
• Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately and in compliance with required FL statutes and standards
• Create and maintain databases and queries; generate reports from various human resources tables/databases; notify appropriate authority for further action within the given timeframe
• May perform website updates

Communications

• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
• Assist employees with the completion of employment/human resources related forms (e.g., I-9, W-4, etc.); ensure that Federal/State laws, College policies and procedures are followed; verify correct information, determine eligibility, and complete necessary documentation for specific area of responsibility; establish personnel files
• Conducts or assists with new hire processing and benefits orientation.
• Assist employees with on-line human resources systems (e.g., attendance system, staff announcement system, employee self-service system, etc.); verify and review information for accuracy
• Act as liaison between the Human Resources Department and external benefits providers and vendors, which may include health, disability, and retirement plan providers.
• Responds to inquiries and/or provides assistance to other college departments, outside agencies and the general public by providing customer service, and refers more complex questions to appropriate senior-level HR staff or management

General Team Support

• Provides administrative support and assists with special projects as assigned by the Executive Director of Human Resources and the Director, Human Resources Operations, and to the HR team as needed.
• Perform general office support such as answering telephone, greeting visitors, distributing mail, preparing correspondence, scheduling and canceling meetings and appointments, compiling information, etc.
• Assists with scheduling, planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
• Schedules and assists with HR meetings and maintains agendas.
• Maintains annual Human Resources planning calendar
• Participates on college committees, as assigned
• May monitor general funds and office budget; prepare financial reports

Performs other duties as assigned.

Qualifications

Education: Associates degree or higher.

Experience: Minimum 2+ years of related professional experience; (2) years relative experience in a Human Resources Department setting preferred

An equivalent combination of education and experience may be considered.

Preferred: Ellucian Banner experience or similar HRIS.

Knowledge, Skills & Abilities Required

KNOWLEDGE. SKILLS AND ABILITIES REQUIRED:

• Proficient with Microsoft Office Suite or related software (i.e. Teams).
• Proficient with or the ability to quickly learn payroll management, human resource information system (HRIS), and similar computer applications.
• Apply knowledge of principles, practices, and procedures of a particular field of specialization to complete difficult assignments;
• Interpret and communicate information, ideas and instructions clearly, accurately and persuasively both verbally and in writing including materials intended for distribution;
• Incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions;
• Typically work with minimal supervision on difficult assignments, conferring with manager on unusual matters.
• Must be able to maintain confidentiality and discretion in all communications.

ABILITIES/GENERAL

• Successfully exemplify the College’s Core Values of care, communication, collaboration and celebration, and actively support the overall Mission and Vision of the College towards student success.
• Promote a common purpose consistent with stated College goals and demonstrate a commitment to students and the learning environment.
• Possess the knowledge of general written standards and procedures utilized, and have the ability to read, interpret, and follow procedural and policy manual related to the job tasks
• Demonstrate the ability to respond to supervision, guidance and direction in a positive, receptive manner and in accordance with stated policies.
• Provide quality customer service by creating a welcoming and supportive environment.
• Present a professional image in word, action and attire.
• Demonstrate professionalism in dealing with a diverse population while understanding and respecting each other’s view of the world, personalities and working styles
• Conduct oneself in a manner consistent with the College’s standards of ethical conduct.
• Apply effective techniques to create working relationships with others to achieve common goals; successfully communicates and collaborates with others to achieve goals.
• Demonstrate skills necessary to look at situations and processes critically to make recommendations for improvement.
• Strong service orientation, and ability to effectively work as member, or leader, of a team by cooperating with others, offering to help others when needed and considering larger organizational goals rather than individual concerns. Includes the ability to build &/or support a constructive team spirit where members are committed to the goals and objectives of the organization.
• Plan, organize and successfully multitask to meet multiple deadlines and frequently new work tasks within required timeframes. Proven flexibility to successfully work on diversified projects at a fast and accurate pace.
• Effectively manage change and adaptability
• Adheres to all workplace safety rules, safety laws, regulations, standards and practices
• Ability to work various hours including nights, early morning and weekends
• Ability to travel amongst various campuses and attend College events, or off campus, as required.