HR Assistant

Summary:

Under the direct supervision of HR Management, the HR Assistant assists in performing duties in the following functional areas: payroll, employee benefits, recruiting, onboarding, and performance management. Maintaining assignments in a manner that ensures accuracy, and compliance with all applicable state and federal laws and regulations. 

Ideal Characteristics:

• Highly Organized and Detail-Oriented: Able to manage accurate records, audit HR files, track benefits and payroll data, and ensure compliance with policies and procedures.
• Strong Communication Skills: Communicates clearly and professionally with staff, managers, and applicants—both verbally and in writing—while maintaining confidentiality.
• Discreet and Trustworthy: Handles sensitive and confidential information with diplomacy, tact, and a high level of integrity.
• Tech-Savvy and Process-Focused: Proficient with Microsoft Office, HRIS/payroll systems (e.g., ADP), and online tools used for recruiting, onboarding, and compliance tracking.
• Team Player with Initiative: Collaborates across departments, supports HR projects and events, and proactively identifies and suggests process improvements.

Knowledge and Skills:

1. Experience
   • A minimum of 2 years of computer operations experience required.
   • One year of full-time MCCU tenure highly preferred.
   • One year full-time human resources experience preferred.
2. Education
   • Graduation from an accredited senior high school or equivalent or GED
3. Skills
   • Ability to maintain strict confidentiality of all employee and employer information.
   • Knowledge of principles, methods procedures, and practices of HR preferred, but not required.
   • Knowledge of organizational structure, policies, procedures, rules, and regulations. 
   • Knowledge of Microsoft Office Suite, internet, and data-base management
   • Ability to coordinate with other staff, departments, officials, and the public.
   • Ability to communicate ideas and instructions clearly and concisely.
   • Ability in administrative problem-solving techniques. 
   • Ability to interpret and apply rules, regulations, policies, and procedures.
   • Ability to set high personal goals and work independently.
   • Ability to organize, multi-task, and prioritize tasks.
   • Ability to review and evaluate HR documents and records and recommend corrections for deficiencies. 
   • Ability to prepare and maintain accurate records, files, and reports. 
   • Ability to maintain a significant level of trust and diplomacy, in addition to normal courtesy and tact. Work involves extensive personal contact with others and may encompass information of a personal, sensitive, or confidential nature.

Essential Functions & Responsibilities:

1. Recordkeeping
   • Maintains the integrity and confidentiality of human resource files and records.
   • Maintains accurate and up-to-date human resource files, records, and documentation.
   • Accurately maintains all employee data in the payroll system.
   • Completes and verifies Forms I-9, submits I-9 documentation to E-Verify, and maintains I-9 files.
   • Assists with the processing of terminations.
   • Prepares new employee files, creates new hire ADP profile, and updates the tracker and reports information.
   • Performs periodic audits of the HR files and records to ensure that all required documents are collected and filed appropriately.
   • Sends required reports to managers in preparation of the performance review process.
   • Processes mail.
   • Assists with bi-weekly payroll functions including reviewing timecards, sending notices, answering employee questions, and fixing timecard errors. 
   • Tracks new hire benefits enrollment to ensure timely completion and proper HRA plan enrollment. 
   • Send digital and physical insurance cards to new employees.
   • Follow up with the training department to get new hire forms, acknowledgments, and photos.
   • Audits all Personnel Change forms and ensures data matches the payroll system and proper signatures are on completed forms, reports discrepancies to management. 
   • Audits adherence to five days of PTO policy. Sends report to management. 
   • Audits applicant responses to ensure all applicants have received a notice when the position closes. Sends report to management.
   • Performs additional audits as needed to ensure dual control in all aspects of HR.
2. Employee Relations
   • Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring process, etc.; refers more complex questions to appropriate senior-level HR staff or management.
   • Sends birthday and anniversary reports to the Accounting and Marketing departments.
   • Assist with planning and organizing fun bunch activities. 
   • Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations. 
3. Recruiting
   • Submits new-employee background and credit checks.
   • Assists with screening non-exempt applicants. 

Additional Duties:

1. Backup 
2. Assists with new hire orientation. 
3. Assists with the preparation of the performance review process.
4. Assists with job posting and advertisement processes.
5. Assists with recruitment and interview process. Tracks status of candidates in ADP and responds with follow-up letters at the end of the recruiting process.
6. Growth Projects 
7. Collaborates with HR staff to identify improvements and enhancements; recommends and implements solutions. 
8. Proofreads and edits documents and correspondence produced by department as requested. 
9. Attends training as needed, both online and in person.

Physical Requirements:

1. Constantly repeating motions that may include the wrists, hands and/or fingers. This includes but may not be limited to keyboarding, writing, and filing.
2. Constantly remaining in a stationary position, often sitting for prolonged periods. 
3. Occasionally adjusting or moving objects up to 75 pounds for various needs.
4. The person in this position constantly communicates in person and in writing with members, managers, and colleagues. Must be able to exchange accurate information in these situations.
5. The ability to observe details at close range to assess the accuracy, neatness, and thoroughness of the work assigned.

This Job Description is not a complete statement of all duties and responsibilities comprising the position.