Bucks IU HR Assistant/Fingerprinter

Human Resources Assistant

The human resources assistant performs duties in some or all the following functional areas: interviewing scheduling and preparation, record retention, data input and output, and mandated reporting updates.

Responsibilities:

• Assists in maintaining the Human Resources Management System (HRMS) data inputs and outputs.
• Assists in responding to the HR email inquiries daily. 
• Record Retention-coordinates the creation, retrieval, retention of personnel records in accordance with the IU’s record retention policies. Handles all filing and organizing of personnel records in the HR department.
• Assists in the Extended School Year (ESY) program hiring process. 
• ESY scheduling – setting up interviews, booking rooms, making up interview packets. Also handles Intakes for all new hires after sending out ESY packets and verifying all information that comes back.
• Verify appropriate credentials/clearances/completeness of applications. Uploading documents and entering all new contract hires into the CDB (Contractor Database).
• Safe Schools Tutorial Trainings – send out training e-mail regarding all Tutorial requirements to all new hires. Also maintains the updating of GCN whenever there are changes to an employees’ supervisor or job.
• Assists in sending out Act 168 forms, copying and filing of documents as needed.

Competencies:

•                 Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in-group problem solving situations; Uses reason even when dealing with emotional topics.

•                 Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

•                 Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

•                 Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

•                 Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

•                 Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

•                 Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.

•                 Cost Consciousness - Works within approved budget; Contributes to profits and revenue; Develops and implements cost saving measures; Conserves organizational resources.

•                 Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Promotes a harassment-free environment.

•                 Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

•                 Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

•                 Strategic Thinking - Develops strategies to achieve organizational goals; Understands organization's strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.

•                 Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

•                 Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

•                 Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

•                 Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

•                 Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

•                 Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

•                 Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

•                 Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

•                 Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

•                 Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

•                 Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

•                 Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

Supervisory Responsibility:

•                 There is no supervisory responsibility in this position.

Work Environment:  

•                 This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:

•                 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool, as necessary.

Position Type/Expected Hours of Work: This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 4:30 p.m.

Travel: Little travel to client locations is expected for this position.

Education and Experience:

•                 Level of Degree: Associates Degree beneficial

•                 Knowledge, Skills, and Abilities

•                 Highly skilled in Microsoft Office products including Excel, Word, PowerPoint, and Outlook. Advanced computer competency in using databases and the ability to learn other software as needed.

•                 HRMS experience beneficial

•                 Ability to create, manage and edit spreadsheets and various reports

•                 Ability to work independently and within a team to accomplish goals and to problem solve.

•                 Excellent organizational, interpersonal and time management skills.

•                 Excellent oral and written communication skills.

Work Authorization/Security Clearance (if applicable): Citizenship or work authorization to work in the United States required.