Summary

The HR-Personnel Assistant administers confidential and professional support to HR Department while assisting with specific human resource functions including recruitment, record keeping, benefits, compliance, HRIS systems and managing calendar schedules for the overseeing Manager.

Essential Functions

Administer and maintain the Human Resources Information System’s (HRIS) inputting of new/rehired employees, changes in employee contact data, tax information, emergency contacts, retirement/terminations, and other data entry, working through the HR Generalist.

Assist with managing HRIS data reporting, analysis of data and reporting with periodic audit of HRIS and data.

Responsible for preparing, distributing, completing and filing signed correspondence, reports, payroll actions, bid postings and job awards.  Administer and process payroll actions and other payroll materials.  Verifies with payroll to assure employees pay/information is recorded correctly in HRIS.

Performs as a main point of contact for the HR department, provide direct engagement to employees.

Assist with benefit administration including health, prescription, dental, employee assistance program (EAP), vision, life, long and short-term disability insurance, retirement program, along with the 401(K) plans.

Participates in the maintenance of Cooperative’s policies and procedures.

Assist with administration of Tuition Reimbursement program; insuring grades are received; payments are processed, and quarterly reconciliation back-up completed.

Assist with Employment Verification Reports.

May assist with Chugach’s drug & alcohol testing program. 

Performs administrative duties including directing employees and outside visitors, answering telephones, distributing mail, routing interoffice correspondence, and arranging for expedited mail or package delivery and maintaining HR filing system.

Maintain office calendars and manage the scheduling of the Human Resource Manager, meetings, appointments, travel and other engagements.

Assist and maintain correspondence with assigned Labor Relations tasks. 

Maintain and update Labor Relations – record keeping. Coordinate and prepare documents, correspondence, and communication materials. Schedule meetings and other correspondence as needed.

Submits requisitions for supplies and services and may reconcile monthly credit card report(s).

Prepare presentations as needed for HR department.

Administer employee engagement activities; Annual Party, Annual Picnic, Health Fair, charitable giving campaigns, charitable walks and recognition/service awards.

Participates in special projects as required.  Performs research in support of administrative activities and assists in coordination and administration of new program development.

May administer and assist with Travel and Training programs, correspondence and reconciliation.

Assists with the responsibilities of other HR personnel and performs other duties as assigned.

Relationships

Internal

Manager, Human Resources: Reports to, receives direction and guidance from.

VP, Human Resources: Supports and receives direction and guidance from.

HR Personnel: Exchanges and provides information as required.

Executive Managers: Exchanges and provides information as required.

Division Directors and Managers: Provides assistance to and exchanges information as required.

All employees: Provides assistance to and exchanges information as required.

External

Bargaining Unit Representatives

Banks and Businesses: Confirms employment of employees.

State and Federal Agencies: Exchanges information and develops relationships relative to assigned duties.

Competencies

Working experience with processing multiple transactions and data processing.

Knowledge of financial practices and financial transactions for payroll processing.

Working knowledge of office procedures, including filing, correspondence preparation, English grammar, composition, spelling, punctuation and document processing.

Knowledge of HR policies, procedures, rules and terminology.

Strong organizational skills, high level of accuracy and attention to details.

Analytical and communication skills required. Should be proficient in the use of excel spreadsheet software.

Must possess the ability to operate a personal computer and must be proficient in the use of word processing, spreadsheet and presentation software and office equipment including: copiers, facsimile and calculator.

Must be able to maintain a high level of confidentiality, be self-motivated and able to work independently with little supervision.

Must be able to perform both routine and non-routine tasks in a fast-paced office environment.

Must have pleasant and effective telephone and in-person communication skills.  Must be able to interact effectively with the public, management, and other employees.  Must have strong interpersonal skills to include ability to coordinate with other support staff and the ability to interact competently with all areas of management, the public and other companies.

Must have the ability to exercise good judgement in a variety of situations.

Must have ability to identify sensitive or confidential information and abide by confidentiality requirements.

Must have the ability to communicate clearly, orally and in writing. 

Must have the ability to switch quickly between tasks.  Must be able to perform duties under deadline pressure.  Must be able to multi-task.

Must have the ability to prioritize routine assignments from Department staff and recognize when to seek assistance from supervisor.

Supervisory Responsibility
This position does not have any supervisory responsibilities.

Work Environment

Work is performed in a standard office environment. This position may require overtime.

Minimum Qualifications and Experience

Education

Minimum high school diploma or equivalent is required. College coursework or degree in business preferred.

Experience

Three (3) years’ administrative experience required, including support of HR functions or other confidential duties. Must have knowledge of HR labor laws, employment concepts and understanding of HR programs and policies. Must be experienced in word processing, spreadsheet applications, report preparation, files management, meeting and facility scheduling. Experience working in a union environment preferred.