Human Resources Representative/Confidential Assistant

General Description
This position provides highly skilled support to the department’s management team in the delivery of the department’s services and programs. It directly supports management’s labor relations and employee relations programs and processes. In addition, it requires understanding of Human Resources competencies, specifically working as an HRIS analyst. The incumbent will be responsible for providing confidential administrative support to the Human Resources Management team, administrative support to various committees, training workshops and department HR activities.

The confidential and sensitive nature of the work performed by this position requires the incumbent to exercise self-initiative, good judgment, and have a thorough knowledge of CTA internal policies and procedures as well as good understanding of the Human Resources field and its core competencies.

Duties and Responsibilities
Incumbent may perform any combination of the tasks listed below:

• Responsible for the full cycle of HR responsibilities related to staff employment such as but not limited to recruitment, hiring/onboarding, personnel action changes, and maintaining personnel files.
• Provides administrative and logistical support for various training programs and workshops.
• Provides high-level administrative support to the department’s management team, which in addition to other responsibilities includes drafting and preparing letters, memos, reports and other documents, note-taking at meetings, coordinating calendars, appointments and making travel arrangements and assist with expenses.
• Responds to inquiries on behalf of the department’s management team exercising sound and independent judgment and reliance on an extensive department and organizational knowledge base.
• Researches and prepares information and materials affecting management policies regarding staff.
• Researches and prepares information and materials that relate to management’s strategies and positions relative to the negotiation process with the employee bargaining units.
• Acts on behalf of the department management team and follows through on communications with leadership, management and staff as directed.
• Coordinates application of employee health and welfare benefit programs, insurances, leaves of absences, and maintains relevant data.
• Provides support for labor and employee relations programs and processes.
• Provides support and assists in the coordination of CTA’s safety programs and policies.
• Carries out to completion complex projects requiring extensive knowledge of department policies and procedures and technical expertise.
• Performs other appropriate duties as assigned.

Functions Unique to this Position

• Maintains and updates the HRIS program to reflect new company policies, manages user permissions, and sets up workflows and process mapping.
• Heavy HR data analysis including performing regular audits and maintaining data consistency.
• Generate routine and customized reports from HRIS.

Qualifications - Minimum Required

• Bachelor's degree preferred, or Associate degree and four (4) years of administrative experience preferable in Human Resources.
• Requires self-initiative, ability to effectively organize work, and set priorities.
• Ability to exercise sound judgment and initiative.
• Ability to follow through on work assignments with little supervision.
• Demonstrated proficiency in databases.
• Demonstrated ability to exercise planning, coordinating and follow through skills as applied to large complex logistical projects.
• High proficiency in administrative skills including composing and preparing letters, memorandums and utilizing proper report formatting, punctuation and spelling.
• Ability to learn and communicate CTA structure, policies and procedures.
• Ability to communicate, develop and maintain effective working relationships with all levels within and outside of CTA.
• Demonstrated ability to communicate clearly, verbally or in writing.
• Excellent interpersonal skills and problem solving skills as first point of contact with employees.
• Demonstrated ability to maintain confidentiality.
• Proficiency in the use of computer technology, and ability to learn and use the Association’s software programs and HR related database programs.
• Ability to travel as needed.
• Ability to work overtime as needed.

Preferred Qualifications

• Experience and proficiency working with HRIS systems and implementation of new software and updates.

* This is a confidential assistant position external to the CAS bargaining unit.