JOB SUMMARY: This position is responsible for providing administrative support and customer service for the Office of Human Resources operations.

MAJOR DUTIES:

• Maintains the accuracy and timeliness of job postings for faculty and staff positions.
• Creation of links to applications for members of search committees.
• Manually transferring electronic application materials to search committee folders.
• Answers telephone and greets visitors; provides information and assistance; takes messages; refers to appropriate personnel.
• Prepares Personnel Change/Offer letters for existing and new employees.
• Maintains the online directory (adding new employees and deleting departing employees).
• Creates and maintains personnel filing system for OHR.
• Schedules and organizes activities such as meetings, conferences and department activities.
• Receive and log, date stamps and distributes mail.
• Maintains training records.
• Maintains organization of recruitment material.
• Assembles new employee packages.
• Processes employment verification requests and wage statements.
• Enters basic information into People Soft HCM system.
• Acts as back up to Human Resource Generalist.
• Service a backup for processing background checks.
• Helps maintain organizational charts.
• Maintains checklist of annual and 6-month Performance Evaluations.
• Orders name badges for new and existing employees.
• Orders and maintain office supplies.
• Handles sensitive and confidential information with discretion.
• Assists the Executive Director with various research projects and/or special projects.
• Performs other related duties as required and assigned.

KNOWLEDGE REQUIRED BY THE POSITION:

• Knowledge of modern office practices and procedures
• Knowledge of computer and job-related software programs
• Skill in prioritizing and organizing work
• Skill in the use of such office equipment as a scanner, fax machine and copier
• Skill in oral and written communication
• Skills in interpersonal relations
• Outstanding customer service skills
• Excellent organizational skills
• Attention to detail
• Ability to work in a fast-paced environment.

SUPERVISORY CONTROLS: The Human Resources Manager assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES: Guidelines include University policies and procedures. These guidelines are generally clear and specific, but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK:

• The work consists of related administrative and customer service duties. Frequent interruptions contribute to the complexity of the position.
• The purpose of this position is to provide administrative support and customer service for department operations. Success in this position contributes to the efficiency and effectiveness of those operations.

CONTACTS:                                                                  

• Contacts are typically with co-workers, faculty, staff, retirees, job applicants, other University System human resources staff, benefit providers, students, and members of the general public.
• Contacts are typically to give or exchange information, to resolve problems and to provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT:

• The work is typically performed while sitting at a desk or table. The employee occasionally lifts light objects.
• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None

QUALIFICATIONS: High school diploma or equivalent and at least three (3) years administrative assistant experience.

Preferred:

• Associates degree in a related field from an accredited institution.
• Five (5) years human resources related experience. 
• Experience with People Soft HCM system. 
• Higher Education experience a plus.

COMPENSATION CLASSIFICATION:

• Position is non-exempt (bi-weekly paid).
• Pay Grade 14.

TO APPLY: Application materials should be emailed as a Microsoft Word or Adobe.pdf attachment to: recruitment@mga.edu with the subject line “10018385 Human Resources Specialist 12.7.2020”. Application materials are to include a resume, an MGA Staff application; a letter of interest which includes salary requirements; and three professional references. Paper application materials will not be accepted.

Background checks will be conducted on all final candidates.