What are the responsibilities and job description for the Human Resources Assistant position at Live Oak Public Libraries?
POSITION: Human Resources Assistant
DEPARTMENT: Human Resources
FLSA: Non-Exempt
REPORTS TO: Director, Human Resources
Under the supervision of Director, Human Resources, the role is responsible for performing HR-related duties on a professional level.
DUTIES AND RESPONSIBILITIES
- Assisting the Director, Human Resources in employee relations, training, performance management, policy implementation, payroll, benefits, recruitment/employment, and records administration.
- Utilize the HRIS on daily basis. Maintain employee files and ensure the files are up-to-date and in compliance.
- Performing administrative duties, such as maintaining employee databases and sorting emails for the HR department.
- Create online job postings, shortlisting candidates and scheduling job interviews
- Assist with the recruitment process by identifying candidates, performing background checks, answering candidate questions and issuing employment contracts.
- Completes Form I-9, verifies approved I-9 documentation, and maintains I-9 files.
- Submits online investigation requests, tracks and assists with new employee background screenings
- Facilitate orientation and training sessions for new employees
- Serves as a point of contact, providing smooth communication with employees and timely resolution to their queries
- Responsible for building positive working relationships and developing a full understanding of the different Library organizations and strategies
- Manage and coordinate schedules for the HR department, including meetings and events. Assists or prepares correspondence as requested
- Provides exceptional level customer service to internal/external customers.
- Administer health and welfare plans, including enrollments and terminations (as needed)
- Process Leave of Absence, Unemployment and Workers Compensation claims (as needed)
- Ensure strict confidentiality of all employees, staff and company information.
- Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, employee recognition events, holiday parties, and retirement celebrations.
- Ensuring compliance with employment and labor laws (national, state and local)
- Performs other duties as assigned.
Minimum of 2 years of experience in a Human Resources or relevant Support role.
Proficiency in HR software or HRIS platforms (e.g., Workday, ADP, BambooHR, etc...).
Working knowledge of employment laws and regulations (e.g., FMLA, EEO, ADA).
Experience supporting employee onboarding and offboarding processes.
Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
Familiarity with maintaining and organizing personnel files in compliance with legal standards.
KNOWLEDGE, SKILLS AND ABILITIES
- Ability to maintain strict confidentiality and handle sensitive information with discretion.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace.
PHYSICAL REQUIREMENTS:
- Prolonged periods of sitting at a desk and working on a computer.
- Must be able to lift up to 25 lbs.
WORK ENVIRONMENT:
- Typical office/library environment. Some fluctuations in building temperature related to HVAC
- problems can cause uncomfortable periods of heat or cold. Some periods of elevated noise levels. Some stress related to the type of work being performed may be encountered e.g., pressure related to periods of high-volume activity and multiple demands.
- Mental Demands: This job will have minimal supervision and allows for significant discretion and variance in work routine.
- Emotional Demands: Must be able to multi-task while support various locations.
- Social Environment: Talk with and work with people.
- Physical Environment: Typical office/library environment. Some fluctuations in building temperature related to HVAC problems can cause uncomfortable period of heat or cold. Some periods of elevated noise levels.
- Travel up to 20%
The work week is 35-40 hour work week. After Hours and holiday availability, while rare, is required.
Live Oak Public Libraries has the right to revise this job description at any time. This description does not represent in any way a contract of employment.
