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Job Description
JOB To perform a wide variety of responsible and confidential administrative, secretarial, and clerical work in support of the college's human resources functions; and to provide information and assistance to faculty, staff, students, and the public.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Chief Human Resources Officer. May exercise direct supervision over college work study staff.
EXAMPLE OF DUTIES
Important responsibilities and duties may include, but are not limited to, the following: Provide information and general assistance to college staff and the public regarding human resources policies, procedures, and processes; answer questions and provide information regarding employee records, recruitment, and related matters. Participate in the recruitment process; maintain employment listings and vacancies utilizing applicant tracking software. Utilize application tracking software system to maintain employment listings and vacancies; receive employment applications; and communicate with applicants and hiring committee members. Establish and maintain part-time instructor files; verify the completeness of files; request necessary forms. Communicate with departmental managers regarding receipt of official transcripts for review in SoftDocs or related storage software. Screen office and telephone calls; respond to sensitive complaints and requests for information from the general public, students, faculty, and staff; resolve concerns and complaints; refer inquiries as appropriate. Assist Human Resources staff with scheduling meetings, coordinating travel for conferences; assisting with Office of College Access and Engagement, and College functions as needed. Manage College mailroom. Sort incoming and outgoing mail; assist departmental representatives with bulk mailings; certified mail, and maintain accuracy of mail operations. Create and upload New Hire Reports to appropriate state agency. Administer processes related to coordination of employee service awards. Recommend improvements in workflow, processes, and use of equipment and forms; schedule and review activities to ensure that work is completed in a timely and appropriate manner. Maintain attendance records for full-time faculty and staff; calculate monthly annual and sick leave balances for all full-time employees; enter leave in Colleague; generate leave reports. Audit monthly time sheets for non-exempt employees; verify comp-time calculations; explain comp-time procedures to new, non-exempt employees. Prepare, type, word process, and proofread a variety of documents including general correspondence, memoranda, and statistical charts from rough draft, or verbal instruction; copy, fax, e-mail, and distribute documents as requested. Participate in the maintenance of regular or confidential files, charts, reports, records, and other data; gather and compile the required information as necessary; sort and file documents and records according to standard policies and procedures. Utilize scanning software to create and maintain accurate electronic employment files. Update and maintain various manuals, reports, and files; prepare correspondence and memorandums in support of human resources functions. Other important duties and responsibilities Serve as a notary public; notarize documents as required. Prepare and create certificates, posters, forms, and other graphic materials as requested. Receive, sort, and distribute incoming and outgoing correspondence. Perform other duties as assigned.
Ability to:
Perform a variety of technical and clerical duties in support of the college's human resource functions. Maintain the security of confidential matters. Work cooperatively with other departments, department officials, and outside agencies. Work independently in the absence of supervision. Participate in the recruitment process. Collect and compile information and data for a variety of reports. Understand the organization and operation of the CVCC campus as necessary to assume assigned responsibilities. Type or word process at a speed necessary for adequate job performance. Operate a variety of modern office equipment including a computer. Adopt new ideas and technology in the field of secretarial science.
SUPPLEMENTAL INFORMATION ENVIRONMENTAL CONDITIONS
Office environment. The worker is required to have close visual acuity to perform activities such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.
PHYSICAL CONDITIONS
Frequent walking, standing, and sitting for prolonged periods of time. Frequent communications, verbal and written.
Light work:
Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. All positions are contingent upon available funding. All Full-Time employees are paid by direct deposit.
