To perform a wide variety of responsible and confidential administrative, secretarial, and clerical work in support of the college’s human resources functions; and to provide information and assistance to faculty, staff, students, and the public.

Receives supervision from the Chief Human Resources Officer.

May exercise direct supervision over college work study staff.

Essential duties and responsibilities

Provide information and general assistance to college staff and the public regarding human resources policies, proce­dures, and process­es; answer questions and provide information regarding employee records, recruit­ment, and related matters.

Participate in the recruitment process; maintain employment listings and vacancies; receive and forward employment applications using NeoEd Applicant Tracking System; send appropriate communications/status updates to job applicants through NeoEd platform.

Establish and maintain employee files; verify the completeness of files; request necessary forms and/or transcripts required for completion. 

Coordinate mailroom activites. Sort incoming/outgoing mail; coordinate delivery of various types of College mail; verify mailing reports and payment of mailroom/postal fees. 

Screen office and telephone calls; respond to sensitive complaints and requests for information from the general public, students, faculty, and staff; resolve concerns and complaints; refer inquiries as appropriate.

Recommend improvements in work flow, procedures, and use of equipment and forms; schedule and review activities to ensure that work is completed in a timely and appropriate manner.

Maintain attendance records for full-time faculty and staff; calculate monthly annual and sick leave balances for all full-time employees; generate leave reports.

Audit monthly time sheets for non-exempt employees; verify comp-time calculations; explain comp-time procedures to new, non-exempt employees.

Prepare a variety of documents including general correspondence, or verbal instruction; copy, fax, e-mail, and distribute documents as requested.

Participate in the maintenance of regular or confidential files, charts, reports, records, and other data; gather and compile the required information as necessary; sort and file documents and records according to standard policies and procedures.

Verify and review materials for completeness and conformance with established regulations and procedures

Update and maintain various manuals, reports, and files; prepare correspon­dence and memorandums in support of human resources functions.

Administer New Hire Reporting. 

Other important duties and responsibilities

Serve as a notary public; notarize documents as required.

Prepare and create certificates, posters, forms, and other graphic materials as requested.

Receive, sort, and distribute incoming and outgoing correspondence.

Perform other duties as assigned.

Knowledge of:

Basic principles, practices, and procedures of human resource management.

Personnel policies and procedures applicable to the College.

Procedures and policies of the recruitment process.

Business letter writing and report preparation techniques.

Various computer software programs and networks.

Alpha and numerical filing systems.

English usage, spelling, grammar, and punctuation.

Record keeping methods and procedures.

Modern office procedures, methods, and computer equip­ment.

Pertinent federal, state, and local laws, codes, and regulations.

Ability to:

 Perform a variety of technical and clerical duties in support of the college's human resource functions.

Maintain the security of confidential matters.

Work cooperatively with other departments, department officials, and outside agencies.

Work independently in the absence of supervision.

Participate in the recruitment process.

Collect and compile information and data for a variety of reports.

Understand the organization and operation of the CVCC campus as necessary to assume assigned responsibilities.

Type or word process at a speed necessary for adequate job performance.

Operate a variety of modern office equipment including a computer.

Adopt new ideas and technology in the field of secretarial science

Communicate effectively, both orally and in writing.

Maintain mental capacity which allows for effective interaction and communication with others.

Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following:

sitting for extended periods of time

operating assigned equipment.

Establish and maintain cooperative working relationships with those contacted in the course of work.

Maintain effective audio-visual discrimination and perception needed for:

making observations

reading and writing

operating assigned equipment

communicating with others.

Effectively handle a work environment and conditions which involve:

working closely with others

confined working spaces

exposure to computer screens.

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Three years of increasingly responsible clerical and administrative experience prefera­bly in human resourc­es.

Training:

Equivalent to the completion of the twelfth grade supplemented by specialized secretarial training. Associate’s degree is preferred.

Environmental Conditions:

Office environment; working closely with others; exposure to computer screens; confined work spaces.

Physical Conditions:

Essential and other important responsibilities and duties may require maintaining physical condition necessary for sitting for prolonged periods of time.