Laramie County Community College

  • Executive Administrative Assistant, Human Resources

    Job Location US-WY-Cheyenne
    Posted Date 1 month ago(1 month ago)
    ID
    2018-2305
    # of Openings
    1
  • Overview

    The mission of Laramie County Community College is to transform our students' lives through the power of inspired learning. Our over-arching goal is that our accomplishments as a community college will distinguish LCCC from others in the nation, in turn benefiting our communities and bringing pride to the Great State of Wyoming.  Our core values include Passion, Authenticity, and the Desire to Make a Difference. 

     

    A cover letter detailing how you meet the minimum and preferred qualifications for this position is required. You can upload a cover letter when you create an applicant profile.

     

    Job Summary:

    Core responsibilities of this position include:

    The Executive Administrative Assistant I position is a full-time benefitted position within Laramie County Community College’s (LCCC) Human Resources Department. The core responsibilities of this position include but are not limited to: providing HR Processing of potential, current , and past employee data by processing, verifying, and maintaining employee data relating to personnel activities such as hiring, personnel changes, training, performance evaluations, benefit tracking, etc.; HR Administrative Support in the reception and initial prioritization of incoming electronic, telephone and walk-in customer traffic, preparation and maintenance of employee information (hardcopy and electronic), maintenance of HR intranet and internet information and employee data, managing and upkeep of personnel filing systems, plus provides overall HR Team Support by assisting in the efficient day-to-day operation of the HR office in a highly confidential environment.

    LCCC in its strategic plan has identified important Core Values and Aspirational Values, which are inherent in the cultural fabric of the College.  The person fulfilling this role is expected to bear these qualities and advocate for them.   

    http://lccc.wy.edu/StrategicPlan/index.aspx#goal1

     

    Other tasks may be assigned based on contemporary institutional need.

     

     

    Compensation: This is a fully benefited, Professional I position. Starting salary: $34,323-$36,897.

     

    Priority Screening Date: Position is open until filled. For full consideration, apply by 08/31/2018.

     

    Starting Date: As soon after hiring process as practical.

     

    For information about Cheyenne, visit http://www.lccc.cc.wy.us/about/welcome.

    Essential Functions

    Essential Functions:  

     

    Human Resources Administrative Support:

     

    This position serves in a primary administrative support role for the HR Team, providing the first point of contact for the HR Team via excellent and highly professional customer service. Representative duties may include:

    • Handles incoming contact with Human Resources via telephone, electronic, and/or walk-in customers; provides quality customer service to those incoming contacts, screens and prioritizes, determines the best HR Professional to direct the customer to, solicits information to determine urgency level of incoming customer needs, gathers sufficient information to effectively and professionally prepare the HR Professional who will be receiving/following-up with the customer, scheduling a meeting/appointment when needed and – if appropriate – handling the inquiry personally
    • Responsible for reading and responding to all incoming electronic communication that is sent to the primary HR email address on a daily basis; if it is determined that the email communication should be directed to another HR Team member, appropriately preps the HR Professional with any additional information that may be pertinent, and follows-up to ensure overall quality of customer service
    • Provides administrative support for any HR-related meetings, training sessions, activities, which may include arranging for location, refreshments, travel, needed supplies, contacting meeting participants, confirming schedules, sending meeting reminders, etc.
    • Professionally prepares various documents, meeting minutes, agendas, reports, graphs, and presentation handouts, correspondence, for both internal and external use in support of HR Department activities; utilizes various PC applications to create/maintain facts and figures, cost tracking, etc.
    • Prepares report summaries, graphical representations of data, presentation handouts, etc. from data entered and tracked. May perform research when appropriate and as requested by members of the HR Team on an as-needed basis
    • Maintains appropriate confidentiality regarding employee data, employee issues/concerns, and any other topic/data that may be handled or discussed within the HR team ‘confines.’ Works in a supporting partnership role with HR Team members to establish a multi-user, efficient filing and labeling system for personnel-related records ensuring appropriate confidentiality of such records
    • Ensures personnel filing is current and accurate, maintain files, and purges old files as needed
    • Receives, organizes, and files all employee paperwork that is required to be retained in official employee records
    • Utilizes issued purchasing card or limited purchase orders to source, purchase, and obtain necessary supplies or services in accordance with the College’s policies and procedures
    • Maintains and updates as necessary, a record system for coordination of HR budget tracking; reconciles budget expenditures in partnership with other HR Team members for the Executive Director’s review; prepares and provides monthly budget reconciliation reports to the Executive Director

    Human Resource Processing Support:

     

    This position is responsible for the effective and efficient HR processing of all aspects of potential, current, and past employee data. Representative tasks may include:

    • Processes & maintains employee data relating to personnel activities such as hiring, personnel changes, training, performance evaluations, classifications; ensures documentation is complete and accurate plus performs all data entry of employee data accurately when a Personnel Action Form (PAF) is received
    • Ensures timely, accurate, and federally compliant processing of newly hired employee I-9 forms (and other basic new hire paperwork)
    • Coordinates with necessary departments to notify of personnel changes while maintaining appropriate confidentiality (i.e. only providing the minimum of information needed). This would include requests for changing employee access for separations, promotions, and new hire requests (e.g. Approval of technology requests with ITS, creation of employee IDs, notification of changes for building access)
    • Enters all employee data in various systems/spreadsheets/etc., ensures employees are appropriately entered and set-up for activation as a new employee and/or changes will be effective in a timely manner; works in partnership with technician staff in Payroll regarding the verification of employee pay, leave status, final wage payouts, etc. In working with payroll, makes determinations regarding timeliness, completeness, and appropriateness of HR – Payroll hand-off by engaging relevant HR Professional when needed to ensure completeness of employee data, interpret and apply policy and/or regulation when necessary
    • Intakes and processes any employee information changes such as name changes, address changes, emergency contact changes. Submit change forms for updates or changes to EGI or WRS
    • Establishes and revises work methods, forms, formats, and standards to improve operating efficiency of the technical aspect of processing employee data; utilizes various software applications to create electronic forms, improves efficiency in employee data processing by reducing redundancy when appropriate
    • Organizes and maintains the integrity of HR electronic files which may include performing regular data; converts paper documentation to electronic formats as determined appropriate and as directed
    • Works effectively with appropriate staff members in the Information Technology and Public Relations departments to upkeep employee information on the internet and intranet (e.g., uploading revised HR documents and employee information to the intranet EaglesEye, etc.)
    • Update Eagles Eye with HR forms, Position Descriptions, and Training Tools
    • Update Supervisor Community as needed
    • Update and maintain Standard Operating Procedures for the HR Assistant position

    Human Resource Team Support:

    This position is accountable for functioning as an effective member of the HR Team in the provision of quality service, support, and continuous process improvement; representative responsibilities include:

    • Assists in the efficient day-to-day operation of the HR office; functions in the role of an ‘office manager’ in supporting the HR team, which may include: coordinating and managing team members’ schedules, responding to inquiries from external parties when appropriate, etc.
    • Ensures a balanced provision of support services to HR Professionals within the HR team; prioritizes support requests from the HR Professionals and actively solicits support needs from all HR Professionals. Such support services will include processing and administrative support in special projects on HR-related topics; may participate in the resolution of employee concerns and complaints as appropriate
    • If any-one HR Professional requests or appears to need a greater level of support service than the HR Assistant regularly provides to other team members, HR Assistant is responsible for involving the Director in determining if support request is appropriate or if other staffing/coverage options should be explored
    • Acts in a primary role of ensuring adequate supplies are available in support of the professional and efficient functioning of the HR office overall; works directly with appropriate vendors in ordering supplies, considers reasonable cost when selecting and ordering items used in the effective accomplishment of HR departmental processes. Order supplies through Source, Amazon, or other vendors. Utilizes P-card for necessary purchases in the department. Document and reconcile P-Card in accordance with established policies
    • Participating in the development and selection of various technology services, modules, etc. appropriate to current and forecasted needs of the HR area; assists with the upkeep of the Job Kiosks as a ‘second’ (HR Professional responsible for Recruitment is primary for Kiosk maintenance and upkeep)
    • Ensures operation of HR equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories, etc.
    • Provides logistical support for candidates approved to travel for college interviews: contacts candidates to arrange travel (flight, hotel, rental car); provides general guidance and forms for travel requirements/reimbursements; provides travel details to both the candidate and applicate departments; and serves as a point of contact regarding the candidates travel process
    • Actively participates on various in-house teams/cross-functional work groups chartered with the responsibility for various special projects intended to add value, increase efficiency, enhance effectiveness, improve morale, etc. of the College
    • Assists with the development of and may conduct employee trainings regarding general HR forms, practices, or procedures

    Nonessential Functions:  

    An employee in this position may perform some of these responsibilities on an infrequent basis:

    • Acts in a back-up capacity for other HR team members as assigned on a regular basis as well as may be necessary in high HR service demand situations
    • Represents the College in various ‘employment fair’ opportunities and/or hiring related meetings throughout the year to encourage positive potential employee contacts, and act in an ambassador role for the College
    • Participates in the planning and execution of Employee Recognition Reception, Benefits Fair, and Open Houses
    • Assists the Executive Director in the development of annual department budget
    • Solicits feedback and implements suggestions from students and peers
    • Keeps informed of current trends and new approaches to the areas of responsibility via professional development activities
    • As required attend college, division, and program trainings/meetings. Overnight travel may be required

    Knowledge, Skills, and Abilities:

    • Advanced working knowledge and ability with personal computing applications – specifically Microsoft Office Suite (e.g., Word, Excel, Outlook, and PowerPoint), Adobe products (e.g., Reader, Professional), as well as database management systems
    • Ability to read and interpret instructions in oral, written, or diagrammatical form (e.g., a flow chart of a process). Ability to read, interpret and consider possible applications of business literature and legal documents
    • Capable of supply and inventory management for a small professional office
    • Skills and abilities to perform as an detail-oriented, organized, self-starter, and able to handle expeditiously, accurately, and confidentially the rapid receipt of communications from all sources—written, email, voice mail, one-on-one with attention to detail; able to act on own initiative while exercising reasonable judgment
    • Excellent customer service skills; ability to communicate clearly with a variety of people, in one-to-one and small group settings – either face-to-face, by telephone, or by other electronic means – ability to communicate in an informative manner, effectively listen, and be able to handle escalating situations with concern and confidence
    • Ability to support time-based requests; able to function effectively in a multi-tasking, fast-paced environment with deadlines, frequent interruptions, and some interpersonal pressure
    • Ability to effectively and professionally execute the essential functions of this position with proven capabilities in establishing appropriate professional rapport, communicating with courtesy and tact, accurately determine others needs, collecting necessary information, and follow-through when requested
    • Ability to respond to common inquiries from college faculty and staff, regulatory agencies, vendors, regional business community, and others as may be necessary
    • Knowledge of basic office equipment including (but not limited to) personal computer and associated peripherals, fax machine, multi-line telephone, voice recorders, and other electronic devices
    • Ability to travel when necessary

    Physical/Mental Demands: 

    ·         To successfully perform the essential functions of this position, an employee must be able to maintain appropriate confidentiality with regard to employee data, documents, issues, etc., and respect privacy needs of employees and past employees with regard to the same

    • The ability to comply with highly inflexible deadlines is required to successfully perform the essential functions of this position; there will be multiple occurrences of sudden, urgent task completion required
    • There may be occurrences of employees, past employees, members of the general public, and others who express opinions, may exhibit strong emotions, which will require the employee to interact professionally, diplomatically, and appropriately in such situations

    ·         While performing the essential duties of this position, an employee would frequently be required to move around the office space as well as within hallways, meeting rooms, and other parts of the campus facilities

    ·         There may be multiple/daily instances of prolonged personal computer use which would include keyboard and/or mouse usage as well as viewing a computer monitor

    ·         An employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds to perform essential position functions

    ·         Specific vision abilities required by this position include close vision, distance vision, ability to adjust focus

    • The overall work environment requires the mental ability to shift focal point quickly due to interruptions; an employee must be able to mentally track multiple projects and tasking as well
    • The noise level in the work environment is usually moderate; however, there may be unexpected instances of somewhat loud sounds

     

    Qualifications

     

    Minimum:

    • Associate degree from a regionally accredited institution in business, communications, human resources, psychology, or related field of study or in lieu of the educational requirement, Three years of experience in a professional environment as an administrative assistant may be substituted for an earned degree
    • Two years of experience working in a customer/client service and support role
    • One year of experience with an intermediate skill level using Microsoft Applications Word, Excel, and Outlook

    Preferred:

    • Bachelor’s degree from a regionally accredited institution in business, communications, human resources, psychology, or related field of study
    • Two years of work experience utilizing large-scale data bases for client, employee, student or customer information is strongly preferred
    • Certification as a Society for Human Resources Management (SHRM) Certified Professional

     

    LCCC DOES NOT SPONSOR H1B VISAS.

      

    Equal Opportunity and Affirmative Action Employer

     

    Laramie County Community College is committed to providing a safe and nondiscriminatory educational and employment environment. The college does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, political affiliation, sexual orientation or other status protected by law. Sexual harassment, including sexual violence, is a form of sex discrimination prohibited by Title IX of the Education Amendments of 1972. The college does not discriminate on the basis of sex in its educational, extracurricular, athletic or other programs or in the context of employment.

     

    The College has a designated person to monitor compliance and to answer any questions regarding the college’s non-discrimination policies:  Please contact: Title IX and ADA Coordinator, Room 205B, Pathfinder Building, 1400 E College Drive, Cheyenne, WY  82007, 307-778-1217,TitleIX_ADA.Coordinator@lccc.wy.edu.

     

     

    http://lccc.wy.edu/

    http://www.lccc.wy.edu/about/humanresources 

     

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