JOB DESCRIPTION
JOB TITLE: Administrative Assistant, Human Resources
DEPARTMENT: Finance & Administration
LOCATION: Union Campus
REPORTS TO: Director, Human Resources
FLSA: Non-Exempt
LEVEL:104
DATE: 08/26/11
POSITION SUMMARY:
Perform a variety of advanced administrative, confidential, technical and administrative support services for the
Human Resources Department.
ESSENTIAL TASKS:
 Greet visitors, students, and/or employees and respond to requests for information and provide assistance.
 Perform advanced administrative, confidential, technical and administrative support services to include but
not limited to: organizing, filing, shredding and photocopying documents and files, etc.
 Coordinate employment recruitment activities and prepare notifications of vacancies for newspaper/web
advertisements, bulletin board postings, HR website, etc.
 Process and track departmental forms such as purchase orders, personnel requisitions, travel authorization
forms, supply requisitions, printing requests, travel expense reimbursement vouchers etc. as required.
 Ensure all required employment forms are completed by new employees; prepare employee personnel file
and orientation packets. E-verify all new employees.
 Process, track and/or schedule pre-employment background checks and drug screenings; report results to
director or specialist.
 Process employment verification requests from various departments and/or agencies as necessary.
 Maintain and organize confidential personnel files and records; destroy outdated documentation in
accordance with appropriate disposition instructions including applicant files, interview process files, and I9 files.
 Receive, maintain and log employment application materials to be reviewed by selecting officials for current
open positions.
 Schedule appointments, meetings, and interviews which may include reserving conference rooms,
organizing materials, sending out meeting notices, arranging for catering services, making travel
arrangements, and maintaining the department calendar.
 Compose written correspondence and materials; create and update all departmental forms and preparefor
web.
 Coordinate the student worker hiring process with financial aid department.
 Responsible for answering phones, responding to voice or e-mail messages, as well as sending and
receiving faxes. Transfer to appropriate staff member or department when necessary or handle inquiries if
knowledgeable on subject.
 Manage distribution of all incoming and outgoing mail; screen and respond as necessary. Assemble
attachments and corresponding material. Review outgoing material for completeness, dates, and
signatures.
 Establish and maintain cooperative working relationships with other employees and departments,
transmitting information accurately and tactfully, and keeping the director and/or specialist informed of
relevant developments.
 Communicate college policies and procedures as necessary.
 Perform assigned responsibilities, duties, and tasks according to established practices, procedures,
techniques, and standards in a safe and efficient manner and with minimal supervision.
ADDITIONAL DUTIES:
 Plan, organize, and implement special assignments, projects and/or assist with surveys under general
direction as requested such as setting up and maintaining special databases, collecting, recording and
depositing funds, gathering data, compiling statistics which may include making appropriate calculations,
preparing reports, graphs, charts, etc.
 Order and maintain inventory of supplies.
 Perform other related duties and responsibilities as may be assigned.
KNOWLEDGE, SKILLS, and ABILITIES:
 Thorough knowledge of the principles of office management and of modern office procedures, systems and
equipment; ability to apply this knowledge to difficult problems.
 Knowledge of Human Resources general practices.
 Knowledge of department and college policies, procedures, and practices with the ability to answer work
related questions; and/or interpret and apply these guidelines correctly in various situations.
 Knowledge of business English with the ability to write in complete sentences using appropriate words,
correct grammar, punctuation and spelling.
 Knowledge of internet recruitment efforts.
 Ability to use independent judgment and discretion.
 Detail-oriented with skills in proofreading materials and data entry to ensure accuracy.
 Oral and written skills to convey ideas, facts, and information effectively and accurately to students, staff,
faculty, and the general public.
 Ability to identify what information is needed by others for effective actions.
 Ability to maintain confidential and sensitive information.
 Ability to develop and maintain filing systems.
 Knowledge of accounting principles.
 Ability to deal with internal and external customers in a tactful and courteous manner.
 Ability to devise or adopt office procedures to changing organizational needs.
 Ability to organize and coordinate functions and tasks, with frequent interruptions.
 Ability to establish and maintain effective working relationships internally and externally.
 Well-organized and self-directed.
 Ability both to take initiative and follow-through.
 Ability to perform basic mathematic calculations.
LEADERSHIP and COMMUNICATION SKILLS:
 Follow technical instructions, procedure manuals, and charts to solve practical problems; and/or compose
routine or specialized reports or forms and business letters; and/or ensure compliance with clear guidelines
and standards.
 Communicate to convey or exchange general work-related information or service to internal or external
customers.
DECISION-MAKING and ANALYTICAL SKILLS:
 Requires limited decision-making
 Perform clerical or manual duties
 Adhere to department and college policies, procedures, and practices.
 Perform job duties in a safe and efficient manner.
EQUIPMENT/SOFTWARE:
 Office machines such as telephones, copiers, fax machines, or calculators
 Proficient in computer programs utilized which include electronic mail, Colleague (college database
system), Windows XP, Word, Excel and Outlook.
 e-Commerce (purchasing system)
WORKING CONDITIONS - the following physical conditions and hazards may be encountered in this position:
While performing the duties of this job, the employee is frequently subject to interruptions, and multiple calls
and inquiries. The noise level in the work environment is usually moderate.
PHYSICAL REQUIREMENTS:
 While performing the duties of this job, the employee is regularly required to sit; use hands to finger,
handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to
stand and walk.

The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25
pounds.

The position may also require close vision, distance vision, color vision, peripheral vision, depth perception,
and ability to adjust focus.
POSITIONS SUPERVISED:
 None
EDUCATION, EXPERIENCE, and LICENSES/CERTIFICATIONS: (A comparable amount of training,
education or experience may be substituted for the minimum qualifications.)
 A High School Diploma or GED
 Two years full-time administrative support experience; four years preferred
Signatures
I have read and reviewed the above job description with my immediate supervisor.
Employee Signature/Date
Supervisor Signature/Date