People Strategy, Equity, and Culture

Human Resources Office Assistant

  • Title: Human Resources Office Assistant
  • Category: Confidential
  • FLSA: Non-Exempt
  • Grade: AA

Job Summary

Under the direction of a Human Resources Manager provides support to the office and/or individuals in assigned area of responsibility. Typical responsibilities include: answering telephones; responding to inquiries via phone, in-person, or via email; routing calls to appropriate staff; performing records maintenance; sorting and distributing mail; running reports; and, performing other support functions as necessary.

Distinguishing Characteristics

The Human Resources Office Assistant is a stand alone administrative support classification. The Human Resources Office Assistant is distinguished from other administrative support positions by its designation as confidential staff.

Typical Duties and Responsibilities

  1. Performs various routine clerical duties, utilizing standard office equipment, to include: screening incoming calls; taking and transmitting messages; maintaining calendars; scheduling meetings; keyboarding information into databases; making photocopies; performing data entry; faxing documents; typing; and word processing.
  2. Processes, receives, sorts, and distributes a variety of correspondence, deliveries, and mail.
  3. Responds to requests for information from the general public, students, administrators, and/or other interested parties; answers routine questions; directs visitors to appropriate locations.
  4. Files documents alphabetically, numerically, or by other prescribed methods.
  5. Prepares, reviews, and/or processes a variety of routine correspondence, reports, logs, information, paperwork, invoices, forms, agreements, flyers, brochures, invitations, and/or other related information in assigned area of responsibility; keys information into applicable spreadsheets and/or databases.
  6. Tracks recruitments and job postings, conducts employment verifications and processes and tracks invoices.
  7. Monitors and restocks office supplies and materials.
  8. Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

Minimum Qualifications

High School Diploma or equivalent and one year experience in an office and/or customer service-oriented environment.

Knowledge and Skills

Knowledge of:
  • Customer service principles;
  • Modern office procedures, methods, and equipment;
  • Basic filing and recordkeeping principles.
Skills in:
  • Providing customer service;
  • Filing;
  • Keyboarding;
  • Using modern office equipment;
  • Working with diverse academic, cultural and ethnic backgrounds of community college students and staff;
  • Utilizing computer technology used for communication, data gathering and reporting;
  • Communicating effectively through oral and written mediums.

Work Environment and Physical Requirements

Work is generally performed in an office environment, with frequent interruptions and irregularities in the work schedule. Frequent reaching, walking, standing, lifting, stooping, or carrying of equipment and materials may be required. Incumbents may be required to lift and carry up to 10 pounds.

Reviewed: 12/2018
Revised: 4/2007
Replaces: Staff Employment Assistant