What are the responsibilities and job description for the Associate HR Coordinator position at Mindlance?
Company Description
Mindlance is a national recruiting company which partners with many of the leading employers across the country. Feel free to check us out at http://www.mindlance.com.
Job Description
HR File Room Responsibilities:
• Coordinate the day-to-day file room duties. File all personnel documents including but not limited to new hire files, terminations, leaves of absence, and some benefits documents.
• Update files with name changes.
• Process terminations by pulling, labeling, and re-filing the file with other terminated files.
• Fulfill file room requests to make copies and deliver to various locations on TO campus or coordination of delivery of documents to non-Thousand Oaks locations.
• Pull and send files via UPS when requested by other sites or for transferring staff members.
• Manage offsite archiving and archive retrieval process and activity.
• Complete requests for copies of specific documents and deliver them to the requestor within the service-level agreements.
• Fulfill file copy requests in accordance with state law requirements.
• Fulfill subpoena requests for Law as well as requests for corporate compliance, SOX audits, and SCRMA workers-compensation claims -- Due to the often urgent nature of these requests, high attention and action is required.
• Maintain HR and executive files separately and ensure the security of these files.
• Investigate location of missing files or documents. Working with HR Connect, pull information in SAP and OPUS to determine employee status and location.
• Mail termination letters with a copy of proprietary agreements to termed staff member’s homes. Maintain and send identified documents to California terminated staff (i.e., required EDD documents which includes the preparation of customized materials)
• Monitor/identify and provide information/direction to HR Business Partners for repayment agreements which may be required from departing staff members.
• Process, log, and e-mail to payroll all approved CA meal policy waiver forms.
• For records retention, assist with the identification of files to be archived. Pull, box, and carefully track files to be archived and arrange pick-up and delivery with the records retention vendor. Prepare accurate reports sent to our Corporate Records group of precisely what files were archived offsite.
• Open, sort, and deliver HR Connect mail.
HR Call Center Responsibilities:
• Answer telephony inquiries from a dedicated phone line and email inquiries, and triage / escalate issues according to defined processes and procedures
o Examples include answering inquiries and providing navigational support relating to Amgen’s HR system – Workday
o Utilize a knowledgebase program for guidance
o Utilize an incident management tool to manage inquiries and transactions
o Provide excellent customer service as measured by Service Level Agreements and call center metrics
• Manage and maintain the knowledgebase program and suggest improvements for ongoing development
• Contribute to improving relationships and service levels with staff and HR COE partners by pro-active communications as well as timely and effective responses
• Perform transactional work in Workday
• Generate standard reports and perform audits on transactional work and other processes
• Contribute to knowledge sharing within the team. Provide feedback on process and technology improvements.
• Support and back up other team members in their daily activities. Support and sustain positive work environment that fosters team performance through own work and behavior.
• Manage other assigned activities, as needed
Basic Qualifications:
• Bachelor’s degree; OR
• Associate’s degree & 4 years of directly related experience; OR
• High school diploma / GED & 6 years of directly related experience
Preferred Qualifications:
• Bachelor’s degree in Business Administration, Economics, Psychology, or other Liberal Arts majors.
• 2 or more years work experience in human resources or customer service
• Effective analytical thinking, attention to detail or related internship experience demonstrating same
• Ability to communicate effectively verbally and in writing
• Ability to communicate effectively in written and spoken Spanish
• Strong working knowledge of Microsoft Word, Excel, and Power Point
• Able to multi-task in a fast paced environment to meet deadlines
• Strong team player who is able to collaborate with colleagues on complex tasks
Qualifications
Basic Qualifications:
• Bachelor’s degree; OR
• Associate’s degree & 4 years of directly related experience; OR
• High school diploma / GED & 6 years of directly related experience
Preferred Qualifications:
• Bachelor’s degree in Business Administration, Economics, Psychology, or other Liberal Arts majors.
• 2 or more years work experience in human resources or customer service
• Effective analytical thinking, attention to detail or related internship experience demonstrating same
• Ability to communicate effectively verbally and in writing
• Ability to communicate effectively in written and spoken Spanish
• Strong working knowledge of Microsoft Word, Excel, and Power Point
• Able to multi-task in a fast paced environment to meet deadlines
• Strong team player who is able to collaborate with colleagues on complex tasks
