JOB DUTIES:
Maintain personnel, medical, benefit and labor files in the document management system. Name and scan file documents, transfer documents into the appropriate files, create electronic folders, purge and delete documents as needed. Maintain HR department document destruction plan to include submission of the records disposal certificate to the Illinois State Archives Local Records Unit and coordinate HR department document destruction. Manage the records retention process for paper and electronic employee files. Purge and label terminated employee paper documents by year in the archive room. Dispose of files according to state regulations and electronically delete personnel and labor files. Pick up, open and distribute mail on a daily basis. Human Resources reception duties to include greet and assess all customer needs, answer all incoming calls on the 3900 main HR phone line, provide information to callers and transfer calls to appropriate HR staff members as needed. Order and verify budget status for department office supplies and equipment. Exercises discretion and judgment on Human Resources administrative procedures, answers inquiries as appropriate. Schedule meetings, appointments and conferences, make necessary arrangements for conferences and seminars, as well as create and submit travel expense report for department director. Prepares correspondence, memorandums, and other projects of a confidential and non-confidential nature as initiated by the department director. Such items include FLAGG agenda item summary and memorandums, resolutions, Village Board documents, ordinance documents and other as needed. Manage HR specific documents in the document management system to include FLAGG items, resolutions, monthly report, and ordinances. In addition, make corresponding copies for Manager’s Office. Coordinate and prepare departmental monthly report. Compile sick leave tracking report bi-weekly and distribute to department directors. Compile monthly performance appraisal notifications and past due reports and distribute to department directors. Track employee GEM awards and provide information to payroll division. Prepare agenda and take minutes of bi-weekly staff meeting; distribute to Village Manager and staff. Prepare bi-weekly payroll report. Create HR department forms in approved village format and maintain all the forms. Responsible for payment and processing of department expenditures to include credit card statement reconciliation as well as requisition and purchase order requests for invoices received and internal HR purchases. Maintain and update the administrative settings of the customer service requests (CSRs) for the HR department. Report on work order status to the HR department. Maintain the Keyscan system and CSR requests of all issued proximity cards to include new hires, volunteers, contractors, terminated employees, access changes, faceplate revisions, replacements, special proximity card projects, etc. Responsible for proximity card administration to include maintaining the proximity log spreadsheet, sign-out sheets for special proximity cards, and order proximity supplies as needed. Import new employee photos for proximity cards and human capital management system. Responsible for annual employee open enrollment of Schaumburg Park District memberships. Responsible for maintaining HR communications and documentation current in the VOS Manuals, HR FAQ and HR Forms on the village portal. Coordinate with HR department members to receive documentation needed for updates. Provide recruitment assistance as needed for pre-employment testing, reference verification on prospective employees and schedule interviews for senior management level positions. Responsible for human resource related pages and updates as needed for the Village’s website excluding recruitment. Prepare FedEx packages for pick-up. Performs other tasks and duties as assigned.
QUALIFICATIONS:
Education equivalent to a high school diploma. A minimum of five years of experience as a secretary in a public or private office with sound administrative work experience and responsibility. Proficient with current computer software systems, including email, calendar programs, job specific software, and customer service systems preferred or prior to completion of the trial period.
Considerable knowledge of office practices and procedures and business English, spelling, grammar and punctuation. Working knowledge of all operations and terminology used in the department. Ability to organize a variety of complex material for typing. Ability to answer involved questions regarding departmental operations and procedures. Ability to exercise good judgment, courtesy, and tact in receiving office callers and in making proper disposition of problems. Ability to organize large volumes of records for filing or compiling reports.
BENEFITS:
The Village of Schaumburg has a competitive benefit package which include: Section 125 cafeteria plan including health, dental, vision, and life insurance as well as medical and dependent care flexible spending accounts, a retirement plan through the Illinois Municipal Retirement Fund, paid holidays, paid vacation, and sick leave.
SELECTION PROCESS:
Candidate screening process may consist of an application review, skills testing, employability assessment, interviews, reference checks, and other job-related testing or verifications. Chosen candidates will be subject to a background and criminal history investigation, and qualifying pre-employment medical examination and drug screen.
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