ACEP ID:

Human Resources Assistant

DEPARTMENT

Human Resources

BASIC FUNCTION

Provides administrative and project support to the Human Resources department including assisting with the insurance, training and development programs, new hires, and the human resources information system.

Characteristic Duties and Responsibilities

  1. Maintains confidentiality on all job responsibilities.

  2. Provides administrative support to the Human Resources department including maintaining personnel files; putting together new hire orientation packets and interview packets; initiating purchase requisitions and check requests, tracking course or tuition applications and expenses, printing nameplates for workstations/offices; put together total rewards statements at the end of the year for all staff.

  3. Assists with recruiting as needed (posting of positions internally and externally, reviewing resumes, using OutMatch to call for references, completing background checks, typing offer letters.)

  4. Works with the Training and Development Manager on the onboarding and new hire orientation programs; meets with new hires to explain policies and procedures, orients new Dallas staff to building on first day, sets up training schedule, follows up on missing forms.

  5. Coordinates the service award program (order awards, purchase gift cards, print service award certificates for Executive Director’s signature.) Works with the Training and Development Manager coordinating bi-monthly all staff celebrations.

  6. Assists the Training and Development Manager and the Staff Engagement Committee with activities for staff as needed.

  7. Inputs insurance information into the insurance databases (new salaries, new elections, new addresses); reconciles monthly insurance billings, requests checks, and coordinates COBRA and FMLA processes (monthly reminders, checks, notices, documentation.)

  8. Maintains HIPAA and e-HIPAA compliance.

  9. Maintains accurate data (salary, bonus, appraisal, benefit, and personal information) and ensures optimum use of the human resources information system (Namely).

  10. Assists with the performance management process including advising/reminding supervisors of due dates, tracking and logging documentation status, logging of complete appraisal data on bonus spreadsheet for review by the Director, Human Resources.

  11. Assists with open enrollment (entering information in carrier’s websites, filing forms, tracking forms, creating spreadsheet for Payroll, etc.)

  12. Maintains Human Resources files.

  13. Performs other projects and duties as assigned by supervisor.

Relationships and Contacts

Reports to:

Director Human Resources

Internal Contacts:

All College staff

External Contacts:

Applicants, employment agencies, insurance agency and carriers, retirement representatives, advertising agency and other vendors

Required Education and Experience

  1. High school diploma or equivalent

  2. A minimum of three years administrative experience, preferably in HR

  3. Experience with confidential information

  4. High level of computer experience and a variety of software programs particularly with Microsoft Office applications (windows environment)

Other Desired Qualifications 

  1. Excellent communication skills

  2. Excellent interpersonal skills

  3. Prior experience with HR systems

  4. Ability to prioritize and respond to changing priorities

We offer competitive salary, excellent benefits package, retirement plan and more.

If you have any questions, please contact us.

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