SUMMARY:

Under the close supervision of the V.P., Human Resources, the HR & Communications Associate performs various clerical and assistant duties including maintenance of employee records and applicant files, use of computer systems to record employee and applicant information, data entry for reports, preparation and distribution of job postings, department time entry, and budget preparation. Provides administrative support to the Communications function by coordinating schedules, ordering materials, organizing resources and routing requests to appropriate Communications staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following; other duties may be assigned. Performs various clerical duties in an accurate and timely manner, including printing, typing, filing, word processing, copying and collating materials, collecting and distributing department mail, answering the phones, and directing messages. Makes appointments and assists with department employee schedules. Uses computer to prepare documents, reports and correspondence for others in the department. Creates written responses to e-mail or standard correspondence. Prepares, organizes, and participates in the onboarding process for new hires. Uses the PeopleSoft Human Resources Information System for related administrative requirements. Prepares, distributes, and posts job vacancy announcements and removes them on the closing date. Accepts internal and external applications for current vacancies and keeps accurate applicant records with the appropriate documentation. Uses applicable software to communicate, organize and monitor the effectiveness of the efforts to reach the applicable audience for HR and Communications functions. Updates, monitors, and tracks digital content and social media effectiveness by providing metric results to the subject owner. Proofs content for spelling and grammatical errors and exhibits appropriate knowledge of professional communication formats. Schedules conference rooms and facilities and makes travel arrangements for department members as required. Coordinates materials, catering and prepares rooms for events scheduled by the HR and Communications staff. Greets employees, applicants and visitors to the department. Answers questions regarding HR and Communications related topics and other department programs or directs questions to the appropriate person. Prepares and maintains personnel files, departmental files, insurance files, and Communications-related documentation. Prepares check requests and purchase orders for the department. Enters employee time and account numbers in time reporting software. Registers participants for training programs and uses the training record software to document employee training. Creates and retains records for employee hire, transfer and termination using SharePoint or similar software. Occasionally assists in the development of new database and spreadsheet applications. Takes accurate and complete minutes of meetings as needed and prepares transcripts for later use. Assists the department with documentation, development, and recording of annual department budget information using Excel and PeopleSoft. Assists in the preparation of information, documentation, and materials for presentations to employees and the Board of Trustees. Monitors and maintains inventory levels of office supplies and the operation of office equipment and prepares orders for needed items or maintenance.

COMPETENCIES

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

Quantity:

Meets productivity goals; Completes work in timely manner; Strives to increase productivity.

Quality:

Demonstrates accuracy, thoroughness and attention to detail; Applies feedback to improve performance; Monitors own work to ensure quality.

Attendance/Punctuality:

Is consistently at work and on time; uses paid leave within policy requirements; informs supervisor about necessary absences in a timely manner.

Dependability:

Follows instructions and responds to management direction; takes responsibility for own actions; completes tasks on time or notifies appropriate person with an alternate plan.

Oral/Written Communication:

Listens and gets clarification; responds well to questions; writes clearly and informatively; edits work for spelling and grammar; reads and interprets written information.

Organizational Support:

Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values.

Planning/Organizing:

Uses time efficiently; sets goals and objectives.

Safety and Security:

Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly.

Customer Service:

Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments to customers.

Cost Consciousness:

Works within approved budget; develops and implements cost saving measures; conserves organizational resources.

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 education, experience, knowledge, skills, abilities, and behaviors required.

Education and Experience:

Graduation from High School or a GED and three years of directly related administrative, secretarial or clerical experience. Related education may be substituted for experience at the rate of two years of education for one year of experience.

Language Skills:

Ability to read and comprehend instructions, correspondence, and memos. Ability to write basic correspondence, Ability to effectively present information in one-on-one and small group situations to department members, employees, and applicants.

Math Skills:

Ability to add, subtract, multiply, divide and calculate percentages.

Reasoning Ability:

Ability to apply common understanding to carry out instructions furnished in written or oral form. Ability to deal with problems involving several concrete variables in standardized situation.

Computer Skills:

Ability to use Microsoft Office including Word, Excel, Power Point, Outlook, and SharePoint. Ability to use PeopleSoft Human Resources software.

CERTIFICATES, LICENSES, REGISTRATIONS

This position requires a current driver's license.

WORK SCHEDULE REQUIREMENTS

The incumbent normally works a daytime weekly schedule and may be required to work overtime or to occasionally travel on short notice.

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; reach with hands and arms and talk or hear. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.

MUST MEET ALL PHYSICAL AND ENVIRONMENTAL REQUIREMENTS WFEC IS AN EQUAL OPPORTUNITY PROVIDER AND EMPLOYER AND TAKES AFFIRMATIVE ACTION WITH RESPECT TO INDIVIDUALS WITH DISABILITIES AND PROTECTED

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