What are the responsibilities and job description for the Human Resources Assistant position at Office of Statewide Pretrial Services?
The Office of Statewide Pretrial Services’ (OSPS or Office) mission is to assist in the administration of justice and promote community safety by ensuring fairness and equality in the pretrial process. The OSPS is a statewide office that provides pretrial services under the Pretrial Services Act, 725 ILCS 185. The Office develops pretrial standards and employs pretrial service officers who conduct pretrial investigations and provide pretrial supervision.
ESSENTIAL DUTIES: The Human Resources Assistant performs paraprofessional human resource duties, including filing and organizing personnel paperwork and managing timekeeping documentation and leave balances. This position works under the guidance of the Human Resources Manager.
FUNCTIONS INCLUDE:
- Reviews and processes timekeeping for staff and performs data entry for timekeeping.
- Investigates timekeeping issues and contacts staff, managers and supervisors to reconcile errors.
- Prepares and maintains timekeeping documentation including attendance summary sheets, either electronically or in hard copy.
- Reviews attendance records for accuracy and contacts administrative authorities to reconcile issues.
- Responds to inquiries from staff about leave balances and accruals and assists with entering hours into timekeeping and payroll systems.
- Prepares payroll reports and unpaid or overtime hours for payroll processing.
- Assists with generating compensatory and vacation payouts for separated employees using the timekeeping and payroll systems.
- Assists in preparing and distributing job vacancy announcements when requested.
- Assists with screening prospective employees based on minimum and preferred qualifications and assist with reference checks.
- Prepares and sends correspondence to applicants, including offer letters, onboarding paperwork and rejection letters.
- Updates and maintains organizational charts.
- Serves as a front-line contact for visitors to the OSPS Office.
- Creates and maintains employee personnel files.
- Prepares exit letters and surveys for resigning employees.
- Performs other duties as assigned.
EDUCATION AND EXPERIENCE:
Minimum Qualifications:
1. A Bachelor’s Degree in Human Resources or a related field; or, an Associate’s Degree and two years of payroll, benefits, or other relevant human resources experience; or, a High School Diploma and four years of payroll, benefits, or other relevant human resources experience.
2. Proficient in the use of Microsoft Office products (i.e., Word, Excel, Access, PowerPoint, Outlook).
3. Effective oral and written communication, presentation, facilitation, and interpersonal skills.
4. Excellent organizational, time management, and interpersonal skills.
5. A valid Illinois driver’s license and ability to demonstrate proof of automobile insurance to operate a personal vehicle on state business, as well as maintain a safe driving record.
Preferred Qualifications:
1. A Bachelor’s Degree in Human Resources or a related field.
2. One year of experience maintaining an electronic timekeeping system.
3. Working knowledge of the Workers' Compensation Act, the Fair Labor Standards Act (FLSA), and other applicable state/federal statutes and regulations.
4. Ability to positively and professionally interact with co-workers.
5. Ability to maintain high standards of confidentiality.
6. Strong attention to detail.
PHYSICAL REQUIREMENTS:
1. Ability to sit for extended time periods.
2. Normal office working environment requiring telephone usage and ability to process, file, and retrieve files accurately.
HOW TO APPLY:
Interested individuals should submit a resume and cover letter through the form below.
https://app.smartsheet.com/b/form/cfdfd666f464473185cdbbd0a5b7b361
Any questions about this position or the application process can also be submitted via email at the following address: pretrialservices@illinoiscourts.gov .
EQUAL OPPORTUNITY EMPLOYER
Job Type: Full-time
Pay: $48,198.00 - $59,277.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Ability to Relocate:
- Springfield, IL: Relocate before starting work (Required)
Work Location: In person
Salary : $48,198 - $59,277
