POSITION DESCRIPTION
TITLE:
FLSA STATUS:
Human Resources Assistant
Non-Exempt
CATEGORY:
GRADE:
Classified
D
JOB SUMMARY: Provide confidential complex support services under minimal supervision, to Human
Resources Department and Payroll by ensuring timely and accurate pay information is processed and
entered for all the employees of the College. Require the use of judgment and discretion to handle Human
Resources/Payroll matters following College policies and procedures.
ESSENTIAL FUNCTIONS:
YEARLY
PERCENT OF
TIME
55%
1.
Receive, verify information and check for appropriate approval(s) to process
Human Resources forms which include but are not limited to Personnel Action
Record (PAR’s), Faculty Assignment-Action Form (FAAF’s), Salary Payment
Option Form , Stipends, Dual Credit, Employment Action Record (EAR’s), and
required forms such as W-4 etc., while adhering to strict payroll deadlines. Set up
new and returning employee information on the Human Resources Information
System (HRIS). Set up employee benefits; calculate pay based on employees
specific job categories; each group being unique in their calculation. Work with
payroll for late payroll entries and get appropriate approval for any payroll
exceptions.
2.
Responsible for reviewing Faculty Assignment-Action Forms (FAAF’s) ensuring
faculty are meeting approved work hours and if any discrepancy it is followed up
with the appropriate Dean or VP to get approval. Flag any faculty staff for
benefits eligibility. Check and confirm full-time faculty is working a full work
load. Work with IT to ensure employee information is entered timely so new
employees get access to the College information system.
15%
3.
Perform random quality control checks on documents and take appropriate action
to ensure accuracy. Assist with system changes and verify data as needed.
Pre-screen part-time employment applications/transcripts for employment I-9
eligibility for current and returning employees. Follow-up with departments if
there are any discrepancies or need additional documentation. Work with
credentialing to make sure faculty has been credentialed and cleared to work.
10%
4.
Conduct extensive research when needed and ensure pay processes are consistent
and accurate. Respond to internal and external inquiries; work with individuals at
all levels of the institution to resolve discrepancies and get appropriate approvals
for any corrections to process documents. Responsible for interpreting complex
rules, regulations, procedures and policies to College staff and outside entities.
10%
5.
Participate in ongoing audits by reviewing financial report(s), monthly payroll
register and personnel records. Assist in auditing budget roll information and
academic calendars. Work on reports and ensure accountability; assist in data test
projects involving the Human Resources computer system.
5%
6.
Perform other duties as assigned.
5%
Revised 8/16/11 & 12/12/14
Effective: 09/01/02
Page 1 of 4
REPORTING RELATIONSHIP: Associate Director, Human Resources
ESSENTIAL QUALIFICATIONS:
EDUCATION: Associate’s degree.
EXPERIENCE: Three (3) years related experience.
SPECIAL SKILLS AND ABILITIES:
1.
Skills/Abilities:
 Strong interpersonal and organizational skills;
 Ability to communicate effectively both orally and written;
 Must be computer literate;
 Ability to multi-task and good math skills;
 Ability to establish and maintain effective working relationships with staff and the
public;
 Ability to communicate and interact with individuals at all levels of the institution;
 Ability to maintain confidentiality of work related information and materials;
 Ability to work extended hours to accommodate deadlines;
 Ability to set and adhere to strict timelines and attention to detail;
 Be familiar with federal required Human Resources forms, laws and regulations;
 Ability to work in a diverse environment and be sensitive to issues of diversity and
inclusion.
2.
Equipment Used: Personal computer and a variety of equipment associated with a general
office environment.
3.
Software Used: A variety of word-processing, spreadsheet, database, e-mail, presentation
software, and integrated information system (i.e. Banner).
PHYSICAL REQUIREMENTS:
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 sit; use hands to
handle or feel; reach with hands and arms and talk or hear. The employee is occasionally required
to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must
occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job
include close vision, distance, vision, color vision, peripheral vision, depth perception and ability
to adjust focus.
INTERPERSONAL SKILLS:
Alternative or combined skills in understanding, counseling, and/or influencing people are
important in achieving job objectives, causing action, understanding others, or changing behavior;
and, skills of persuasiveness or assertiveness, as well as sensitivity to the point of view of others.
WORKING CONDITIONS:
The work environment characteristics here are representative of those an employee encounters
while performing the essential functions of this job. The noise level in the work environment is
usually moderate.
Revised 8/16/11 & 12/12/14
Effective: 09/01/02
Page 2 of 4
POSITION TITLE:
Human Resources Assistant
PHYSICAL REQUIREMENTS & WORKING CONDITIONS: The physical demands and work
environment factors described below are representative of those that must be met by an employee to
successfully perform the essential functions of this job.
PHYSICAL ACTIVITIES:
None
Stand
Walk
Sit
Use hands to finger, handle or feel
Reach with hands and arms
Climb or balance
Stoop, kneel, crouch, or crawl
Talk
Hear
Taste
Smell
WEIGHT and FORCE
DEMANDS:
Up to 10 pounds
Up to 25 pounds
Up to 50 pounds
Up to 100 pounds
More than 100 pounds
WORK ENVIRONMENT:
Wet or humid conditions(non-weather)
Work near moving mechanical parts
Work in high, precarious places
Fumes or airborne particles
Toxic or caustic chemicals
Outdoor weather conditions
Extreme cold(non-weather)
Extreme hot (non-weather)
Risk of electrical shock
Work with explosives
Risk of radiation
Vibration
Over 2/3
X
X
X
X
X
X
X
X
X
None
Amount of Time
Under 1/3
1/3 to 2/3
X
Over 2/3
X
X
X
X
None
X
X
X
X
X
X
X
X
X
X
X
X
VISION DEMANDS:
No special vision requirements
Close vision (clear vision at 20 inches or less)
Distance vision (Clear vision at 20 feet or more)
Color vision (ability to identify and distinguish colors)
Peripheral vision
Depth perception
Ability to adjust focus
Revised 8/16/11 & 12/12/14
Effective: 09/01/02
Amount of Time
Under 1/3
1/3 to 2/3
X
X
Amount of Time
Under 1/3
1/3 to 2/3
Over 2/3
Required
X
X
X
X
X
X
Page 3 of 4
NOISE LEVEL:
Very quiet
Quiet
Moderate
Loud
Very Loud
Exposure Level
X
The intent of this job description is to provide a representative and level of the types of duties and
responsibilities that will be required of positions given this title and shall not be construed as a declaration
of the total of the specific duties and responsibilities of any particular position. Employee may be directed
to perform job-related tasks other than those specifically present in this description.
I certify that I have received a copy of this job description. I have read and understand the duties and
responsibilities of this position.
X
Employee Signature
Revised 8/16/11 & 12/12/14
Effective: 09/01/02
Date
Page 4 of 4