Edison State Community College invites qualified candidates to apply for the full-time position of Human Resources and Administration Specialist. The Human Resources and Administration Specialist operates with a high degree of independence and professionalism, maintaining strict confidentiality in all matters related to the Human Resources and Chief Financial Officer offices. As a collaborative member of the Human Resources team, this role delivers exceptional customer service to both internal and external constituents. The Human Resources Specialist applies strong problem-solving skills to effectively support faculty, staff, students, and external partners, while also providing comprehensive administrative support to the Chief Human Resources Officer, Chief Financial Officer, and the entire Human Resources team.
To be considered, candidates should include cover letter, resume, and list of education/work experience, including job titles in chronological order when completing their online application.
Edison State Community College is an EOE/AA Employer.
Functional Responsibilities:
Executive and Administrative Support
Chief Financial Officer Support:
- Provide high-level administrative support to the Chief Financial Officer.
- Maintain the CFO’s calendar, including scheduling meetings and appointments.
- Process CFO purchase requisitions.
- Answer and route incoming phone calls.
- Process incoming and outgoing mail.
- Assist with general administrative duties as assigned.
Human Resources Department Support:
- Serve as a collaborative member of the Human Resources team and provide high-level support to all team members.
- Schedule appointments and maintain the HR shared calendar.
- Maintain organization of departmental files, both electronic and physical.
- Maintain and order departmental supplies.
- Duplicate and distribute materials.
- Process incoming and outgoing mail for the HR office.
- Process and maintain all HR purchase requisitions.
- Track contractual budget lines and ensure timely contract payments.
- Serve on committees as assigned by the CHRO or CFO.
- Perform other duties as assigned.
Front Office and Customer Service
Reception and Visitor Support:
- Serve as receptionist for the Human Resources Office.
- Answer and route departmental phone calls and take messages.
- Provide first-line assistance to walk-in visitors.
- Deliver professional internal and external customer service.
Public Records and Inquiries:
- Serve as the first point of contact for public records requests.
- Respond to and track all public records requests.
Employee Records and HRIS Administration
Records Management:
- Maintain accuracy and integrity of all employee files, forms, records, and databases.
- Process and maintain employee reports and documentation in both electronic and physical formats.
- Ensure personnel file completion and ongoing maintenance.
Reporting and Compliance Documentation:
- Create and run reports in Informer, benefits systems, and vendor sites.
- Complete and submit HR surveys.
- Maintain the HR bulletin board to ensure compliance with state and federal regulations.
Employee Lifecycle and Compliance Administration
Hiring and Onboarding:
- Manage all transactional aspects of the employee hiring process.
- Perform data entry and maintain accurate records.
- Manage workflow processes, notifications, and communications within Colleague.
- Process all state and federal new hire reporting requirements.
- Complete prior years of service verifications.
- Ensure personnel file completion and compliance.
- Assist with reference and background checks.
- Maintain tracking and scheduling of new hire and required compliance training modules.
Leave and Employment Compliance:
- Process and maintain leave records, accrual increases and limitations, and part-time adjustments.
- Process and maintain FMLA records.
- Complete employment verifications and respond to informational requests.
- Process and complete unemployment claims and related documentation
Payroll and Benefits Administration
Provide Support for Payroll Processes:
- Generate employee contracts and salary notifications.
- Process stipends and pay forms.
- Data entry and record keeping.
Benefits Administration
- Process and reconcile all benefits-related billings.
Communications and Engagement
Internal Communications:
- Create and distribute the monthly HR newsletter.
- Maintain current information on the HR webpage and College-wide News of the Day.
Employee Engagement and Special Initiatives:
- Manage the annual United Way campaign.
- Coordinate HR events outside of the Healthy LIFE team.
