HUMAN RESOURCES ASSISTANT OPT 2 - 1969000

Position Overview

Under direction, performs specialized clerical duties associated with human resources administration activities; work is coordinative in nature, requires the application of HR policies and procedures, and regularly entails access to confidential/sensitive information relating to collective bargaining policies and/or labor relations policies; serves as the HR departments receptionist answering and routing calls to the appropriate HR personnel; processes mail for the HR department; assists HR staff with new employee packets and other associated projects.

Job Responsibilities

1. Under direction, performs specialized sensitive and confidential clerical duties associated with human resources administration activities:

• Provides specialized clerical support for the Human Resources Director and other professional staff within the Division to include typing employee handbooks, brochures, posting notices and correspondence to various organizations. agency manager and employees.
• Proofreads confidential labor relations and human resources documents related to contract negotiations, discipline and Office of the Executive Inspector General investigations for general clarify, punctuation, grammar, spelling, capitalization and typographical errors.
• Maintains all records and files, including confidential files associated with Departmental human resources issues such as labor negotiations, discipline and grievances.
• Attends meetings and composes notes regarding contract negotiations and discipline, as requested.

2. Assists the HR Director in gathering information for responses to Office of the Executive Inspector General investigations.

• Maintains confidential files associated with investigations and information provided.

3. Serve as receptionist for the HR Division:

• Answers telephones, assists caller or forwards to appropriate staff members.
• Answers routine inquiries concerning human resources or labor relations matters.
• Supplies forms to employees.
• Answers inquiries regarding examining vacancies, etc.
• Answers routine questions related to employment with the Department.
• Collects paper documents from Agency wide employees and ensures they are filed.

4. Assists professional human resources staff in the administration of the Department's seasonal worker program:

• Organizes new employee packets and contacts sites for missing, incorrect or incomplete information.

5. Opens, stamps in, sorts, logs and distributes incoming mail for the division:

• Maintains stock of all required forms.
• Requests W4 cards from the Office of the Comptroller.

6. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

• Requires knowledge, skill and mental development equivalent to completion of high school.
• Two years of related clerical experience such as would be acquired at the Office Assistant level, or satisfactory completion of an approved training program.
• Requires ability to keyboard accurately at 30 wpm.

Knowledge, Skills, and Abilities

• Extensive knowledge of office practices, procedures and programs.
• Extensive knowledge of composition, grammar, spelling and punctuation.
• Working knowledge of basic mathematics.
• Ability to follow oral or written instructions.
• Ability to operate commonly used manual and automated office equipment, systems and software and perform routine maintenance.

Employment Conditions

• Must be able to pass background check.

Agency Statement

Charged with preserving, protecting, and promoting Illinois’ natural resources, the Illinois Department of Natural Resources (IDNR) employees oversee water, wildlife, wetlands and oil wells, parks, historic sites – and everything in between. Employment opportunities vary greatly, often providing employees the chance to work indoors and out in a dynamic yet relaxed environment. Working for the State of Illinois, IDNR employees receive excellent benefits, including health, vision and dental insurance; a retirement plan and deferred compensation options; state holidays and other time off; as well as pre-tax benefit programs.

Through strategic partnerships and collaborations, the Office of Human Resources is responsible for a comprehensive HR program, including: directing and implementing State of Illinois Personnel Rules and Regulations, Labor Relations, Position Classifications, Timekeeping, Recruitment and Retention, Training, and IDNR Agency Policies and Procedures. The Office of Human Resources provides services to support the goals and challenges of IDNR and fosters a healthy, safe, and productive work environment while valuing, encouraging, and supporting a diverse workforce. The work environment can be fast paced due to various deadlines involved but is friendly and casual as well.