Employee Services Assistant

Location: New Lenox

Schedule: Monday-Friday 8:30am-5:00pm

Wage: $19.00- 20.00/hour

POSITION OVERVIEW:

The Employee Services Assistant - Clerical position supports the department and agency regarding two primary responsibilities: coordinating job postings and assisting applicants in the application process. This position is essential in managing all the resumes/applications and tracking. Other duties include clerical responsibilities such as the answering phone calls, drafting correspondences to applicants, electronic personnel filing, interview scheduling, background checks, employment verifications, and other office tasks.

REPORTS TO:

Director of Employee Services

NETWORK OR DEPARTMENT:

Employee Services

Position Overview:
We are seeking a detail-oriented and highly organized Employee Services Assistant to join our Employee Services team. This role plays a critical part in supporting the agency's hiring processes by coordinating job postings, assisting applicants, and managing application tracking. The ideal candidate will also perform a variety of clerical duties, such as answering phone calls, drafting correspondence, scheduling interviews, conducting background checks, and maintaining accurate records.

Key Responsibilities:
The primary duties of the Employee Services Assistant - Clerical include:

• Coordinating and posting job vacancies on the agency's website and external job boards.
• Scheduling interviews for Independent Living Coaches and other roles, as needed.
• Assisting applicants with fingerprinting and guiding them through the application and hiring process.
• Drafting correspondence and communication on behalf of the Employee Services Director.
• Managing employment verifications and completing required background checks.
• Answering department phone calls and providing quality customer service to applicants and employees.
• Scanning and filing documents into the agency's electronic filing system while adhering to document retention policies.
• Administering IDHS-required literacy tests for direct support staff as part of the hiring process.
• Maintaining accurate data in the applicant tracking system and generating weekly application reports.
• Preparing and distributing internal job postings and new hire packets.
• Supporting office tasks such as copying, filing, and assembling materials.
• Participating in agency meetings, trainings, and relevant events.
• Performing additional tasks as assigned.

Required Skills and Abilities:

• Excellent verbal and written communication skills.
• Strong interpersonal communication and ability to provide exceptional customer service.
• Proficiency in Microsoft Office programs (Word, Excel, Outlook).
• Exceptional organizational skills and attention to detail.
• Ability to execute and explain policies, procedures, and regulations as needed.
• Commitment to maintaining confidentiality.

Qualifications:

• High school diploma or equivalent required; additional education or certifications in human resources or administration are a plus.
• Prior experience in an administrative, clerical, or human resources support role preferred.

Physical Demands:

• Be able to lift over 40 pounds from floor to waist unassisted
• Be able to push and pull 75 pounds
• Be able to complete deep knee squats
• Be able to push wheelchairs up to 200 pounds
• Remain in a stationary position, often standing or sitting for prolonged periods
• Operate motor vehicles
• While performing the duties of this job, the employee is regularly required to, stand, sit; talk, hear, and use hands and fingers to operate a computer and telephone keyboard reach, stoop kneel to install computer equipment
• Physical activities that could be used include: driving, balancing, pulling, pushing, standing, climbing, grasping, stooping, crouching, crawling, kneeling, reaching, lifting, and repetitive motion.