Human Resources Administrative Assistant

The primary purpose of this position is to assist Community Credit Union of Florida in living out our Mission, “Always improve the financial well-being of our members and make a positive difference in our community,” by delivering outstanding service to both internal and external members. In addition, the Human Resources Administrative Assistant is responsible for assisting with the day-to-day HR operations and duties for the credit union, including communicating the credit union mission, vision, and philosophy to all staff members. Under general supervision, the Human Resources Administrative Assistant assists with support duties needed with respect to performing a wide variety of routine administrative duties to support the Human Resources department, which includes generating new employee files (personnel and confidential) and structuring and maintaining compliant filing and archiving system; coordinating projects and assignments (meetings, surveys, reports, events, celebrations); photocopying materials; and ordering supplies for the department and NHO. The position conducts various activities and updates to the organizational intranet, assists the Career Specialist with recruiting and performance activities, assists HR Generalist with benefit processing and billing, payroll tasks, FMLA tracking, various other reporting and general clerical duties and provide support for the Brevard County United Way Campaign.

Community Credit Union is an Equal Opportunity Employer (EEO) and supports a drug-free workplace.

ESSENTIAL DUTIES

1. Demonstrates enthusiastic support of corporate mission, core values, and long-term objectives by performing job duties within our bylaws, regulations, Board of Directors policies, established internal and external service standards, and our work procedures while possessing adequate product knowledge as measured by the annual product knowledge assessment.
2. Delivers service to both internal and external members that is in alignment with the credit union’s Service Promises.
3. Abides by CCU’s Service Promises when helping a member or co-worker to ensure timely responsiveness to the individual’s needs. Promotes teamwork, respects opinions, abilities and contributions of others and conveys a willingness to assist and cooperate with others for the benefit of the organization.
4. Assists in attaining established departmental goals and adheres to all credit union standard operating policies and procedures, as well as state and federal regulations and guidelines.
5. Performs a wide variety of routine administrative and clerical duties to support the Human Resources team, which includes generating new employee files (personnel and confidential) and structuring and maintaining compliant filing and archiving system to retain all employee information needed by the department, while ensuring filing is accurate and kept up-to-date. Enter data into HRIS and performance systems, assist Career Specialist with recruiting and performance tasks, assist Human Resources Generalist with benefit, processing and invoices, payroll tasks, FMLA tracking, various other reporting, and support the United Way Campaign. Responsible for accurately completing daily task activities and entering data in a timely manner.
6. Assists in management and oversight of Human Resources employee-related products including ordering department supplies such as name badges, business cards, awards, New Hire Orientation (NHO) supplies and materials, community service shirts, and various office supplies. Takes inventory of supplies regularly and takes minutes of monthly department meetings.
7. Engages in all areas of employee communications, including telephone, email, chat, and Microsoft Teams meetings.
8. Assists in the planning, coordinating, and executing all Human Resources led community events.
9. Assists with new employee orientation processes, including room setup, preparation of materials, ordering lunch, and conducting training sessions on the company intranet including job aids and help desk tickets.
10. Coordinates and administers all content and updates to the organizational intranet (Sandbar) including, but not limited to, creating new content and updating critical, time-sensitive information such as rate changes. Processes help desk tickets and updates portal profiles. Maintains and updates Sandbar Master User’s Guide’s processes and procedures.
11. Accurately and timely records community service hours served from e-forms received and updates ADP accrual records and timecards. Prepares monthly report of YTD hours served and provides to managers.
12. Provides backup to mail and purchasing, on occasion, including, but not limited to, processing, receiving, and distributing mail and correspondence and shred and vending tasks.
13. Assists with employee inquiries and problems in a professional, timely manner; follows up on inquiries with informational materials and/or phone contact; investigates and corrects errors and resolves problems or other issues.
14. Maintains ongoing communication with supervisor, informing him/her of all pertinent problems, irregularities, new developments, changes, and other important information within the area of responsibility. Completes Balanced Score card monthly.
15. Adheres to security controls policy and procedures to aid in the detection and prevention of fraud, theft, robberies, threats of violence, fires, accidents, and facility safety.
16. Follows policy and procedures related to Bank Secrecy Act (BSA), Anti-Money Laundering (AML), Customer Identification Program (CIP), and Customer Due Diligence (CDD) daily to ensure compliance with current regulations.
17. Performs other related duties as assigned and works on special projects as assigned.

ENVIRONMENT AND PHYSICAL ACTIVITY

The environment for this position is a multi-purpose cubicle office space that is clean and comfortable where the incumbent is free to move about at will. It may include some minor annoyances such as noise, odors, and other disturbances.

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 essential functions.

While performing the duties of this job, the employee is frequently required to spend time writing, typing, speaking, listening, lifting (up to 25 pounds), carrying, seeing (such as close, color, and peripheral vision, depth perception, and adjusted focus), sitting for long periods of time (up to 8 hours), pulling, walking, standing, squatting, kneeling, and reaching.

The incumbent for this position may operate any or all of the following: telephone, copy and fax machines, calculator, computer terminal, personal computer, and related printers.

MENTAL DEMANDS

The incumbent in this position must be able to read documents or instruments, perform detailed work and problem solve; possess excellent employee contact and verbal and written communication skills; have strong math and analytical reasoning skills; and the ability to effectively handle stress, multiple concurrent tasks, and constant interruptions.

POSITION REQUIREMENTS

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this position. The requirements listed below are representative of the knowledge, skill and/or ability required to perform the position in a satisfactory manner. Individual abilities may result in some deviation from these guidelines.

• Associate's degree (AA/AS) degree and at least two (2) years of related services experience and/or training; or the equivalent combination of education and experience in customer service in a financial institution. Work-related experience should consist of exceptional customer service, a background in human resources, and strong attention to detail. Educational experience, through in-house training sessions, formal school, or financial industry-related curriculum, should be business or financial industry. Experience with ADP Workforce Now preferred.
• Effective organizational and time management skills, with the ability to prioritize responsibilities, multi-task, and work with minimal supervision while performing duties and being a strong team player.
• Effective oral, written, and interpersonal communication skills with the ability to apply common sense to carry out instructions, interpret documents, understand procedures, write reports and correspondence, and speak clearly to vendors and employees.
• Intermediate skills in personal computer operation, including word-processing, spreadsheet, and data management software programs, including technical proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Teams, Adobe, and DocuSign.
• Basic knowledge of terminology, products, and services; related state and federal compliance regulations and operational policies.
• Basic math skills; add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; locate routine mathematical errors in a timely manner.
• Ability to handle simple problems in nature requiring some analysis or research to determine the best solution.
• Current Florida driver’s license and a vehicle with appropriate insurance coverage if required to drive in the course of performing assigned duties and responsibilities.

The incumbent must be able to perform this position safely, without endangering the health or safety of the individual or others.