Assistant to the Personnel Specialist

Summary: The Assistant to Human Resources will work closely with the Personnel Specialist in supporting the development, management, and refinement of HR processes, employee data retention systems, organizational policy and procedures, and employee engagement strategies. This role requires a balance of meticulous attention to detail, process-driven thinking, and strong relational and communication skills to engage effectively with employees. The purpose of this position is to enhance the productivity of the department by handling key administrative duties, thereby supporting the overall mission and goals of the IU.

Essential Duties and Responsibilities: Other duties may be assigned.

1. Process and Procedure Development:
• Support the Personnel Specialist in creating, implementing, and refining processes and procedures.
• Evaluate current workflows and recommend improvements to increase efficiency, compliance, and employee engagement. 
2. Data Management and Retention:
• Develop and maintain accurate, secure, and accessible systems for employee records and data retention.
• Ensure adherence to legal and organizational data retention policies and compliance requirements.
• Track and report HR metrics, assisting in data-driven decision-making.
3. Administrative and Compliance Support:
• Maintain and organize confidential personnel files and documentation with strict attention to compliance.
• Support audits and ensure alignment with company policies and labor laws.
• Prepare and process pre-employment and onboarding documents in a timely manner.
4. Technology and Reporting:
• Use technology tools such as Excel, Google Suite, and HRIS platforms to streamline data entry, reporting, and tracking.
• Create and manage spreadsheets, reports, and dashboards to support HR initiatives.
5. Employee Relations and Communication:
• Act as a key point of contact for employee inquiries, providing timely and accurate information about policies, benefits, and procedures.
• Foster a positive employee experience by actively listening to concerns and escalating complex issues as needed.
• Support new hire orientation to ensure a seamless onboarding process.
6. General HR Support:
• Assist with the coordination of training programs, employee engagement activities, and other HR events.
• Provide administrative support to the HR team, including scheduling meetings, managing calendars, and handling correspondence.
• Must be able to maintain a vehicle and appropriate license to drive.  Driving is required.
• Other duties as assigned.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education and/or Experience:

• Required: 
  • Associate degree in Human Resources or related field.
  • Advanced proficiency in Excel, Google Suite 
• Preferred: Bachelor’s degree in Human Resources, Business Administration, or a related field (or equivalent experience). At least 1 year of experience in HR, administrative, or process-focused role

Other Skills and Abilities:

• Detail-Oriented: Exceptional attention to detail to ensure accuracy in data management and compliance.
• Process-Driven: Strong ability to create and improve workflows and systems.
• Technology Savvy: Comfortable using technology to manage, analyze, and report HR-related data.
• Strong Communication: Excellent interpersonal and verbal/written communication skills to effectively engage employees and stakeholders.
• Problem Solver: Resourceful in handling employee concerns and suggesting process improvements.

Language Skills:

Ability to read, analyze, and interpret general educational periodicals, professional journals, data sets, technical procedures, or governmental regulations. Ability to write reports and professional correspondence.  Ability to effectively communicate and present information and respond to questions from groups of staff, teachers, parents, and the general public.

Reasoning Ability:

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

Physical Demands:

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 the essential functions.

While performing the duties of this job, the employee is frequently walking and standing while performing the duties of this job. The employee may frequently bend or twist at the neck and back while performing the duties of this job.  Specific vision abilities required by this job include peripheral vision and close vision such as to read typewritten material.  The employee may occasionally lift up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.  The employee is frequently required to interact with professional staff.