Human Resources Assistant

SPECIFIC TASK DESCRIPTION

1. Assists Human Resources and Safety with administrative support as required. Initiates, prepares, routes and files departmental paperwork.
2. Processes, maintains, and updates personnel records, official documents and other records of a highly confidential nature. Ensures corporate records retention schedules and maintenance of records using corporate repository software, Laserfiche. Audits files and verifies the accuracy and completeness of employee databases.
3. Compute monthly insurance premiums and related payments. Prepare payment statements and other reports for benefits providers. Continuously monitors and updates employee benefit records for appropriate changes.  Reconciles employee premiums to monthly billing statements.  Monitors insurance reports to verify accuracy.
4. Acts as a liaison between the organization and external benefit providers and vendors, which may include health, disability and retirement plan providers.
5. In the absence of senior HR staff, may advise employees and management in all areas of HR including company administrative practices; bereavement, tuition, leave, and other like policies; collective bargaining issues; medical, dental, disability, life insurance, defined contribution, FMLA and related benefits; and, health and safety issues.
6. Works with Human Resource staff to oversee the corporate wellness program requirements and initiatives. Generates ideas and communication, coordinates events, and stays within budget.
7. Assists with employment and recruitment efforts to include internal and external advertising of position vacancies and/or notification to IBEW Union Hall; prescreening resumes, administering employment testing, coordinating interviews, obtaining necessary approvals for applicant selection; ensuring consistency and conformity with established procedures and verifying background information, educational requirements and references.
8. Assists with corporate applicant tracking, recruiting, onboarding and learning management system software, MTA Career Portal, to support organizational recruiting, and employee learning initiatives.
9. Examines applicant identification documentation and codes forms in support of I-9 reporting requirements. Files I-9 forms with appropriate documentation attached.
10. Responds to employment questions and handles complaints tactfully.
11. Ensures proper authorization before processing salary increase, performance rating and other personnel forms. Responsible for tracking and routing of HR correspondence, to include performance evaluations, billings, grievances, complaints, etc.
12. Assists in the development and presentation of new hire and exit orientations.
13. Assists department with community events (i.e. Job Fairs, etc.) and other special projects. May be required to prepare and make presentations to employee groups on various topics on behalf of the Human Resource Section  .
14. Processes personnel requests and employment status changes, including updates to related data records and notification to all affected areas.
15. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality, seamless customer service.
16. Assist with Internal Communication plans to include researching relevant topics, generating ideas and crafting publications.
17. Assist with corporate communications system, MTA Connect, to include creating approving and removing posts.
18. Writes clear, concise correspondence on routine matters using proper business English.
19. Strives to provide a superior customer experience to both internal and external customers.
20. Other duties as assigned.

High School diploma or equivalent required.  Bachelor’s degree in a related field is desirable.  To advance within the Human Resources section, candidate must be willing to obtain a Professional Human Resource certification.  Must have ability to speak, read and comprehend the English language. 

WORK EXPERIENCE:

Relevant experience in Human Resources, Employment Law, Labor Relations, Employee Relations, Benefits Administration, and/or Health and Safety, preferred. Experience in providing related file maintenance, record maintenance, data entry, quality control and benefit administration support preferred. The successful candidate will have a minimum of two years’ experience working in an automated business environment, utilizing applications such as those found in the Microsoft suite of office products, business enterprise software, exposure to set-up and troubleshooting of business applications from the user perspective, and automated report writing and development. Strong organizational, writing, interpersonal, and communication skills are required.  Must display accuracy and attention to detail. Must have ability to manage sensitive and confidential situations with tact, professionalism and diplomacy. Incumbent is required to maintain the highest level of confidentiality. 

SUPERVISION:

None

EFFECT OF ERROR:

Errors in employee’s normal work activity puts employer at some risk.  Most errors can be substantially corrected within one quarter after identification. Correction requires relatively low level of disruption to normal resource allocations. Unauthorized disclosure of confidential information may put the employer at serious risk. 

JOB SCOPE:

Individual is seen performing a multiplicity of functions or repetitive professional procedures. 

INDEPENDENT JUDGMENT:

Job responsibilities are fairly routine, and generally covered by standard practices and procedures.  Independent judgments are limited to decisions affecting the individual’s work group.

WORKING CONDITIONS:

Exposed to mildly unpleasant conditions, usually on an intermittent basis, such as unexpected and recurring pressure due to fairly frequent deadlines and occasional confrontational contact with employees or others outside of MTA.