Human Resources Office Assistant

Posting Details

Position Information

Recruitment Number

1584

Number of Vacancies

1

Working Title

Human Resources Office Assistant

Classification Title

OPER PROGRAM ASSOC

Proposed Salary to be Offered

$17.67/hour

Appointment Percentage (Budget)

100

Position Summary

This position supports the Human Resources Department. The Human Resources Office Assistant provides front office duties including opening and closing the office, 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.

Position Type

Staff/Administrative

Pay Basis

Annual

FLSA

Non-Exempt

Contingent Upon Funding

No

Is this position eligible for employment sponsorship, (H1B or PERM)?

No

Required Qualifications

• High School Diploma or equivalent 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 prioritize and switch tasks repeatedly based on customer service activity
• Ability to maintain confidentiality as it relates to payroll, benefits, and other HR information

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

Reasonable Accommodations
UWL provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact hrinfo@uwlax.edu or 608.785.8013. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

All position descriptions are required to provide physical demands and working conditions/environment and may not be published in the job announcement. For information on the physical demands and/or working conditions/environment for this position, please contact Human Resources at hrinfo@uwlax.edu or 608.785.8013.

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

Information about your Benefits
Your benefits add an additional 40%+ to the overall financial package from the university.
Highlights include:

• paid vacation for 12-month positions.
• excellent flexible health insurance with low co-pays and good coverage.
• paid holidays and sick days.
• after 5 years of employment, you become vested in our retirement system which ensures income post-career.
• benefits at UWL are highly competitive with local industry and some of the strongest in state and nation.

Benefit eligibility is determined at point of hire. This information is provided for illustrative purposes only. Benefits are also pro-rated based on the appointment percentage.

Information about UWL and the Surrounding Region
The University of Wisconsin-La Crosse (UW–La Crosse) provides a challenging, dynamic, and diverse learning environment in which the entire university community is fully engaged in supporting student success. Grounded in the liberal arts, UW-La Crosse fosters curiosity and life-long learning through collaboration, innovation, and the discovery and dissemination of new knowledge. Acknowledging and respecting the contributions of all, UW-La Crosse is a regional academic and cultural center that prepares students to take their place in a constantly changing world community.

For more than a decade UW-La Crosse has been named one of Kiplinger’s 100 Best Values in Public Universities and has appeared prominently on theU.S. News & World Reportlist of “America’s Best Colleges” for more than 15 years, and is ranked #4 on its list of the Best Regional Public Universities in the Midwest. UW-La Crosse ranks 6th nationally among the Top LGBTQ -Friendly Colleges for 2018-19 by AffordableCollegesOnline.org ( ACO ).

With a student population of roughly 10,500, the university offers 91 undergraduate programs, 21 graduate programs, and 2 doctoral programs through the following three colleges, the College of Arts, Social Sciences, and Humanities, the College of Business Administration, and the College of Science and Health, as well as the School of Education. There are over 600 full-time faculty and instructional academic staff, 75 percent of whom hold terminal degrees. UW-La Crosse boasts a retention rate (freshmen returning as sophomores) of 84 percent, graduation rate (degree within six years) of 70 percent, and is among only 12 institutions cited nationally by the American Association of State Colleges and Universities for its success in linking campus culture and university leadership to outstanding graduation rates.

UW-La Crosse’s strategic plan Sustaining Excellence continues to move our community forward through its four pillars: increasing community engagement, achieving excellence through equity and diversity, investing in our people, and advancing transformational education. More information about the ongoing work of Sustaining Excellence is available at www.uwlax.edu/info/strategic-plan .

The UW-La Crosse campus is in southwestern Wisconsin, nestled in a residential area of the City of La Crosse and positioned as part of a larger metro area with a population close to 140,000. The area, known as the 7 Rivers Region, is famous for its exceptional natural beauty which includes the Mississippi River on one side, majestic bluffs on the other, and views of rolling farmland and forested valleys in between. Abundant water, woodlands and varying terrain provide ample opportunities for year-round outdoor recreation. Only a couple of hours from Minneapolis or Madison, La Crosse enjoys the affordability and charm of small town living with larger city benefits. Three colleges, two world-class medical institutions, the La Crosse Symphony Orchestra, a restored nineteenth century downtown business district, and a number of galleries and art centers have made La Crosse a regional center for culture, entertainment, medical care, shopping, sports and recreation. More information about the La Crosse metro area can be found here: Choose La Crosse . Learn more about UW-La Crosse here: https://www.uwlax.edu/human-resources/services/talent-acquisition-and-employment/finalist-welcome/


AA/EO Statement
The University of Wisconsin-La Crosse is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWL, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

COMMITMENT TO INCLUSIVE EXCELLENCE
Inclusive Excellence is a source of strength, creativity, and innovation for the University of Wisconsin La Crosse. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the Universities of Wisconsin community. We commit ourselves to the pursuit of excellence in teaching and learning, research, scholarship, creative activity, community service, and diversity as inextricably linked goals.

The University of Wisconsin La Crosse fulfills this by creating a welcoming and inclusive community for people from every background – people who serve the State of Wisconsin and the public good.

Annual Security and Fire Safety Report (Clery Act)
For the UWL Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://www.uwlax.edu/police/annual-security-report/ or contact the University Police Department at 608.785.9000.

Redbook Position

Yes

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.

Duties/Responsibilities

These are the job duties required for the position.

Responsibility Statement

Human Resources Activity

Duties to Support Responsibility

• Assist with the coordination and administration of the Criminal Background and Misconduct Reference Check Processes
• Coordinate the onboarding process and help manage the checklists for new employees
• Assist with the administration and tracking of the I-9 program
• Assist with the general coordination and response to unemployment claims
• Assign incoming inquiry tickets in Ivanti and route to the appropriate individual
• Daily appointed tasks which may include verification of employment, miscellaneous email requests, employee recognition, payroll deductions and questions, unemployment, directory updates

Responsibility Statement

Office management

Duties to Support Responsibility

• Open the office at 7:45 am to assist customers and close the office at 4:30pm Monday through Friday
• 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 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
• Assist the Human Resources with day to day activities

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

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.

Posting Detail Information

Posting Detail Information

Posting Date

01/08/2025

Continuous Recruitment

Yes

Continuous Recruitment First Review Date

01/22/2025

Close Date

Special Instructions

Application deadlines
TO ENSURE CONSIDERATION : Priority consideration is given to those candidates who apply by the listed ‘First Review Date’. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated, and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Confidentiality of Applicant Materials
UWL is a state agency and subject to Wisconsin’s Open Records Law. UWL will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin’s Open Records law. In certain circumstances, the identities of “final candidates” and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

UW-La Crosse does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources at 608-785-8013.

Position Contact Name

Carri O'Melia

Position Contact Email

comelia@uwlax.edu
Supplemental 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 identities of finalists must be revealed upon request. See Wis. Stat. §. 19.36(7).
   • I wish for my name to remain confidential until the university is no longer able to do so.
   • I waive my right to keep my name confidential through the application process.
2. * 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.
3. * Please provide your most recent employer, supervisor name and contact information, including phone number and email address. (Pursuant to UW System Administrative Policy 1275, 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. UW-L will notify you prior to contacting your supervisor).
   
   (Open Ended Question)
   
   
4. * 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.
   • Yes
   • No
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. * Are you an alum of the University of Wisconsin-La Crosse?
   • Yes
   • No
7. * 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
8. * 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
9. * Are you legally eligible to work in the United States?
   • Yes
   • No
10. * 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
    • LinkedIn
    • Indeed
    • WinonaDailyNews.com, LaCrosseTribune.com, ChippewaHerald.com, Journaltimes.com, Kenoshanews.com, Madison.com
    • Department of Workforce Development (WISC)
    • Other
11. * Are you currently or have your worked with a pervious UW System Institution and/or State of Wisconsin agency employer in the past seven years? (Pursuant to UW Systems Administrative Policy 1275, A UW System institution may not make an offer of employment to any individual who, within the last 7 years, has held a UW System appointment, unless the institution has reviewed the UW institutional personnel file(s) of the individual.) If yes, by electronically typing your name, you authorize UWL Human Resources to review your personnel file. If No, type NA
    
    (Open Ended Question)
    
    

Required Documents
Required Documents

1. Resume/Curriculum Vitae
2. Cover Letter/Letter of Application
3. Reference Contact Information

Optional Documents