administrative secretary - Grand Forks, ND , USA, United States - University of North Dakota

Description

Salary/Position Classification

* $38,000 - $40,000 Annual, Non-Exempt (Eligible for overtime)

• 40 hours per week
• 100%

Remote Work Availability:
No

• Hybrid Work Availability: No

Purpose of Position

This position is the first line for those coming to visit the Office of Human Resources. They greet all guests in a friendly and welcoming manner.

This position will ensure that phones are answered, paperwork is completed in a timely manner and support others in the office with regard to clerical duties responsibilities.

They are part of the team that supports all employees, faculty, staff and students at UND in addition to outside parties who seek information from the office.

Duties & Responsibilities

• Front Office welcoming of guests to Human Resources, new and current employees, guests of other members of the HR Team office
• Responsible for maintaining a high level of professionalism with employees, utilizing appropriate resources to provide first call resolution and working to establish a positive rapport with every interaction.
• Responding to all customer inquiries in a polite and timely manner.
• Directing visitors to the correct offices.
• Provide general information about all areas of the HR team, cooperatively interact and support peers within the team.
• Open, Sort, and Distribute Mail
• Assist in arranging meetings for the Director of Payroll, Human Resources Managers, Compensation Manager and Recruiting Manager, including working with MS Outlook calendars, securing meetings rooms as needed or coordinating ZOOM or TEAMS links where appropriate, etc.
• Coordinate with the HR Operations Manager in scheduling events for the HR department.
• Run errands on and off campus as needed to support the department.
• Operating office equipment including printers and copiers.
• Coordinate the maintenance of and ensure proper functioning of the department copier (s).
• Process name change requests for current employees.
• Assist with other payroll forms such as W-4, Direct Deposit, and enter information correctly in the HCM system.
• Assist in preparation of reports and documents as needed.
• Assist in managing the Human Resources general email account, responding to requests as needed.
• Onboarding-tracking the first six months of a benefited staff through the probationary period.
• Track new benefited staff during their first six-month probation period.
• Ensure HR Managers are in communication with new staff and their supervisors through tracking on an Excel spreadsheet when check-in conversations must and have happened. Schedule those meetings/conversations as needed for the HR Managers.
• Ensure that their six-month probationary evaluation is done in a timely manner by tracking deadlines within an Excel spreadsheet.
• Once probation period is up, work with department on completion of the Job Data Form and any Add Pay required for a probationary increase in salary where appropriate.
• Track completion and submission of signed position descriptions upon hire for staff. - (Essential)
• I-9 Compliance and Auditing
• Complete I-9's and Verify Employment Eligibility
• Complete Remote Hire Processes
• Resolve DHS/SSA Tentative Non-Confirmations
• Train E-Verify Sites
• Monitor all Hires and Rehires consistently for current I-9 on file; reply to department request for I-9 process
• Research hires in Perceptive and Job Data and update I-9's for rehires
• Complete I-9 Forms and Verify Employment Eligibility in E-Verify
• Obtain/Review proper documentation for original International I-9's; get completed FNIS Form and copies of documentation for the Tax Specialist.
• Update Section 3 for all rehires, name changes, and enter name changes into PeopleSoft
• Complete Section 3 for International employee updates for rehires or those that are due and give documentation to Payroll Accounting Specialist
• Complete with the employee the Remote Hire Process from I-9 to the On-boarding
• Notify employees of DHS/SSA Tentative Non-Confirmations and assist with paperwork to resolve cases with Homeland Security.
• Audit I-9's for proper documentation and errors
• Train others on the I-9 Completion, Compliance, and use of E-Verify to become an E-Verify Site
• Resource Person for I-9, Remote Hires, and E-Verify Processes View Documentation and Complete International I-9 updates/ copies for Payroll Accounting Specialist

Required Competencies

• Excellent interpersonal, verbal, and written communication skills
• Must be self-motivated.
• Must be well organized and have strong attention to detail.
• Must be able to multi-task, prioritize workload and work with frequent interruptions.
• Must maintain a high level of confidentiality.
• Must be able to work with diverse groups of people.
• Meet deadlines in a timely manner.
• Demonstrated willingness to learn new processes, systems and procedures.

Minimum Requirements

• High School Diploma.
• Excellent professional experience with Microsoft Outlook, Excel, and Word
• 5 years' experience working in a professional office setting.
• Valid Driver's License
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire.

This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Experience working with PeopleSoft ERP, specifically the HR module.
• Experience working in Higher Education.
• Experience working with UND Policies and Procedures
• Experience working in a Human Resource Office