HUMAN RESOURCES ADMINISTRATION - Admin Asst HR/Service Records

Job Classification

  Hourly Full-time (35-40)

Position summary

Provides Administrative and Office support for the Director and Assistant Director by handling and managing a variety of tasks as required in helping the office to function at a high level of efficiency and professionalism.  Completes retirement estimates and applications, coordinates and processes credentials, immigration documents, moving and duplicate housing benefits and various social events and other special projects.

Qualifications summary

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  Must have multi- task capabilities.Must have strong customer service skill with a positive upbeat attitude.
  


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  Computer knowledge, good math, language, and reasoning abilities needed.
  


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  Ability to work independently.
  


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  Ability to handle stressful and confrontational situations.
  


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  College degree or two to three years of related experience and/or training; or equivalent combination of education and experience.
  

Must be a Seventh-day Adventist in good and regular standing.

Duties and responsibilities

Repetitive Duties:

• Prepare retirement applications, other necessary forms and documentation for retiring employees and explain their benefits.  Coordinate with the NAD Retirement Office to ensure timely processing of applications and answer all questions related to applications.


• Complete retirement benefit estimates for employees upon request.


• Coordinate housing and meal arrangements for house-hunting trips and moves for new employees, process and calculate duplicate housing expenses, notify Payroll for reimbursement and tax purposes, and educate employees on moving benefits.


• Research and resolve problems with employees’ service records.


• Maintain immigration files for applicable employees, process and post immigration documents, and communicate with immigration attorneys to facilitate visa acquisitions and renewals.


• Coordinate director’s schedule and make appointments as needed. 


• Answer telephone calls promptly and route calls to appropriate person as needed. 


• Greet visitors and direct to appropriate person as needed. 


• Read and route incoming mail.

Periodic Duties:

• Coordinate approval of biweekly time-keeping for department hourly staff.


• Run weekly reports of employee birthdays and send birthday cards at appropriate times for all employees.


• Prepare minutes for monthly General Staff meetings.  Prepare agendas and transcribe minutes of weekly Compensation Committee meetings.  Make copies of appropriate agendas, minutes or other materials.


• Arrange monthly dates for Valic retirement representative to meet with employees for retirement counseling.


• Present information on service records and retirement to new employees at quarterly new employee orientation.


• Request and maintain credentials and licenses for all new and current full-time employees by facilitating Board approval and sending them to the General Conference.


• Receive and process annual leave applications by facilitating their Board approval and sending them to the General Conference.


• Coordinate and arrange periodic meetings, events and programs; issue invitations; reserve and prepare facilities.  Annual events include Administrative Assistants’ Day Party, Employee Awards Program, Employee Christmas Party, and State of the University, Human Resources Staff Retreat, birthday parties, and farewell parties.


• Prepare the annual retirement allowance accrual report for the controller.


• Assist director with letter writing, merging, and mailing for the annual Passion play fundraising campaign.


• Update regularly and annually the Adjusted Service Dates and Seniority Dates from PEAEMPL in Banner.


• Enter annual service record entries for all employees annually in eAdventist.  Maintain hard copy and electronic service records for all employees.


• Update records for the Seventh-day Adventist Yearbook and send to the General Conference annually.


• Send all employees a copy of their electronic service record for review biannually.

Irregular Duties:

• Conduct research and prepare statistical reports.


• Assist in departmental activities and events e.g. open enrollment, benefits fair, etc.


• Arrange and coordinate travel schedules and reservations for director and complete expense reports as necessary.


• Order and maintain supplies and arrange for equipment maintenance.


• Create electronic service records for new employees in eAdventist.


• Request service records for new employees with prior denominational service.


• Assist eligible employees in applying for independent transfer through the General Conference.


• Update service record and retirement forms, as needed, on the Human Resources website.


• Organize and maintain file system.


• Compose and type routine correspondence.

Supervisory responsibilities

May supervise a student worker.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills, and/or abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience:

• College degree or two to three years of related experience and/or training; or equivalent combination of education and experience.

Competencies:

• To perform the job successfully, an individual should demonstrate the following competencies:


• Problem solving, customer service, interpersonal skills, written and oral communication, teamwork, punctuality, judgment, planning/organizing, professionalism, quality, quantity, adaptability, dependability, initiative, and innovation.

Language Skills:

• Ability to read and interpret documents such as legal documents, retirement applications, working policy manuals, procedure manuals, safety rules, and operating and maintenance instructions.  Ability to write personalized correspondence and reports in easy to understand language.  Ability to speak effectively before groups of customers and employees of the organization.

Mathematical Skills:

• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, fractions, and decimals.  Ability to compute rate, ratio, and percentages and to draw and interpret graphs.

Reasoning Ability:

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, electronic or diagram form.  Ability to deal with problems involving multiple variables in diverse situations.

Must be a Seventh-day Adventist in good and regular standing.

Technical competencies

• To perform this job successfully, an individual should have knowledge of data base software, human resource systems, purchase order processing systems, web browsers, and spreadsheet and word processing software including the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.).

Interpersonal interactions

Ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations

Physical demands

• 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.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel; talk; and hear.  The employee is frequently required to reach with hands and arms.  The employee is occasionally required to stand, walk, climb, balance, stoop, kneel, crouch, or crawl.  The employee must occasionally lift, push and/or move up to 50 pounds.

Work environment

Normal office environment.