People Strategy, Equity, and Culture

Human Resources Office Assistant II

  • Title: Human Resources Office Assistant II
  • Category: Confidential
  • FLSA: Non-Exempt
  • Grade: BB

Job Summary

Under the direction of a Human Resources Manager provides support to the office and/or individuals in assigned area of responsibility. Typical responsibilities include general clerical functions and specialized support functions for assigned area of responsibility.

Distinguishing Characteristics

The Human Resources Office Assistant II generally works with more independence than the Human Resources Office Assistant and exercises judgement and discretion in handling their assigned responsibilities.  The Human Resources Office Assistant II requires an intermediate level of technological skills.

Typical Duties and Responsibilities

  1. Performs various routine clerical duties, utilizing standard office equipment, to include: screening incoming calls; taking and transmitting messages; maintaining calendars; scheduling meetings; keyboarding information into databases; making photocopies; performing data entry; faxing documents; typing; and word processing.
  2. Processes, receives, sorts, and distributes a variety of correspondence, deliveries, and mail.
  3. Responds to requests for information from Faculty and Staff as well as the general public, students, administrators, and/or other interested parties; answers routine questions about programs in area of assignment.
  4. Utilizes appropriate databases to enter and retrieve information, including running reports.
  5. Maintains appropriate files, including filing documents alphabetically, numerically, or by other prescribed methods.
  6. Prepares, reviews, and/or processes a variety of routine correspondence, reports, logs, information, paperwork, invoices, forms, agreements, flyers, brochures, invitations, and/or other related information in assigned area of responsibility; keys information into applicable spreadsheets and/or databases.
  7. May track recruitments and job postings and conduct employment verifications.
  8. May coordinate and organize meetings, and support other department activities and functions. Schedules or obtains use of rooms and sets up rooms and equipment for use.
  9. Receives records and/or tracks incoming payments receipts and makes proper distribution of records and funds. Researches and resolves discrepancies and makes proper accounting distribution.
  10. Monitors and restocks office supplies and materials.
  11. Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

Minimum Qualifications

High School Diploma or equivalent and three years’ experience in an office and/or customer service-oriented environment.

Knowledge and Skills

Knowledge of:
  • Customer service principles;
  • Modern office procedures, methods, and equipment;
  • Basic filing and recordkeeping principles.
Skills in:
  • Providing customer service;
  • Filing;
  • Keyboarding;
  • Using modern office equipment;
  • Working with diverse academic, cultural and ethnic backgrounds of community college students and staff;
  • Utilizing computer technology used for communication, data gathering and reporting;
  • Communicating effectively through oral and written mediums.

Work Environment and Physical Requirements

Work is generally performed in an office environment, with frequent interruptions and irregularities in the work schedule. Frequent reaching, walking, standing, lifting, stooping, or carrying of equipment and materials may be required. Incumbents may be required to lift and carry up to 10 pounds.

Reviewed: 12/2018

  • New: 9/2016