Human Resources Assistant

 

Overview:

Brief Job Description (essential functions of the job):

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Under the direction of the Human Resources Manager or delegate, provides secretarial, clerical, and administrative support for the department. Performs duties which assist other HR staff members with record-keeping, tracking project deadlines and progress, assembling, distributing, and maintaining highly confidential and sensitive information, responding to inquiries and processing employee transactions, scheduling meetings and conferences, obtaining supplies, and working on special projects. Deals with a diverse group of colleagues, external partners, and visitors.

Reports to

Human Resources Manager or designee.

Responsibilities:

Labor Relations

• Assists with receiving and tracking Union notices and correspondence.
• Assists with maintaining Labor Relations tracking system for grievances, information requests, etc.
• Schedules Labor related and other meetings.
• Digitizes confidential bargaining and other notes/documents.
• Assists with research on Labor and other Human Resources issues.

Recruitment, Onboarding & Position Management

• Assists with recruitment, onboarding and position management activities, including: maintaining vacancy database; job postings and advertising; applicant screening and processing; scheduling onboarding events.
• Assists with processing and tracking of employee actions (new hires, transfers, leaves of absence, terminations, etc.).
• Assists with conducting orientations and exit interviews.

Payroll

• Collects, sorts and prepares timesheets for weekly and biweekly payroll processing.
• Sorts weekly and biweekly payroll checks and stubs and prepares for distribution.
• Maintains timesheet template database, generates monthly timesheet printouts and coordinates distribution to all Library locations.
• Provides general support for weekly and biweekly payroll processing.

Compliance

• Primarily responsible for coordinating, tracking, submitting and communicating CORI clearance.
• Assists in communicating requirements and tracking compliance of various policies, laws, collective bargaining agreements (including performance and absence management, etc.).
• Assists in maintaining Human Resources department files in compliance with applicable legal requirements and policies.

General Administrative Duties

• Acts as department’s first point of contact, providing coverage via phone, email and in person to assist internal and external customers by responding to questions/reports/requests, making referrals as needed; giving directional information and operating equipment.
• Maintains ordering, receiving, stocking, tracking and distribution of office supplies.
• Assists with updating and maintaining HR webpages on the staff intranet.
• Assists with scheduling periodic HR staff meetings and attends other meetings, trainings and seminars.
• Performs other duties and special projects as required.

Minimum Entrance Qualifications:

Education

• High school graduate or equivalent. Additional education preferred.

Experience

• Minimum of one (1) year of work experience in an office setting. Experience in human resources, in union-environment and labor relations strongly preferred.

Knowledge

• Familiarity with human resources policies and procedures, laws and regulations (FMLA, ADA, Workers’ Compensation, etc.). Strong knowledge of technology, including but not limited to the internet, office software (e.g., Microsoft Word, Excel, Access, etc.), and HRIS databases and applicant tracking systems (PeopleSoft and iCIMS preferred).

Abilities

• Demonstrated ability to accept responsibility and meet deadlines, in a fast-paced, diverse work environment. Ability to work diligently with confidential and sensitive information. Ability to communicate effectively, present ideas clearly, and to demonstrate excellent interpersonal skills, collaborating with library staff and external partners.

Skills

• Exhibits excellent customer service, time and project management, mathematical and problem solving skills. Identifies, plans and prioritizes job responsibilities and tasks. Demonstrates ability to take direction and initiative. Displays appropriate independent decision-making skills, and absolute discretion and tact in handling confidential information.

Physical Requirements

• Little or no physical demands are required to perform this job. Employee is required to lift (up to 30 lbs), push, or pull office equipment and supplies, in a typical office environment, which may include distracting noise and constant interruptions.

Requirements

• Ability to exercise good judgment and focus on detail as required by the job.
• Residency - Must be a resident of the City of Boston upon the first day of hire.
• CORI - Must successfully clear a Criminal Offenders Record Information check with the City of Boston.

Terms

Union/Salary Plan/Grade: Union Exempt / LA1/ 5

Hours per week:35

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