HR Administrative Assistant

Announcement # 2024-111 Issue Date: 04-09-24 Closing Date: 04-15-24 HR Administrative Assistant Human Resources Department of Administration Hourly Wage: $15.
74/Regular/Full-Time Provide general administrative clerical support to the Human Resources office.
Provide general employment information and appropriate forms to applicants or employees, ensuring when forms are submitted, they are completed thoroughly and accurately.
Receives and responds to various general questions from applicants, employees, or managers, referring more difficult ones to appropriate HR employee.
Attends to clients at the front window ensuring all sign in as needed and directs to appropriate HR staff.
Exercises sound judgment and discretion in confidential personnel matters.
When necessary, function as an employee advocate, to assure all employees have equal protection of rights and privileges.
Examples of Work Performed: Reviews, verifies, and processes various personnel documents submitted to the Human Resources Office for action or filing.
Logs all incoming documents and forwards to appropriate staff.
Receives, and clocks in all YN employment applications and reviews them to ensure they are complete and all applicable application materials are provided.
Prepares individual files for each employment application; identifies a 6-month expiration date on the tab; makes extra copies of documents as needed.
Review employment applications on a regular basis to purge those with a 6-month expiration date.
Maintains a current list of all applications purged.
Identification documents are maintained for future reference.
Receives incoming payroll actions; reviews each to ensure applicable signatures (Program Manager, Deputy Director) and documents are provided; each is clocked-in for time and date and recorded in a log and are then forwarded to the HR Compensation Analyst for processing.
Processes incoming mail; date stamps and logs as applicable or instructed (grievances, complaints, confidential, correspondence, etc.
).
Inconsistencies or problems on incoming applications, payroll actions, grievances, and complaints, are promptly reviewed with the HR Office Manager.
Pulls applications and prepares an applicant listing for each vacancy announcement.
Date-stamp and review application packet upon return from a program to verify all applications have been returned minus the one(s) selected to fill the vacancy.
Applications are re-filed in the active files.
Provides assistance to employees, employers, and federal agencies with requests to view employee Official Personnel Files (OPF); ensures protocols for confidentiality and security are maintained.
Coordinates with supervisor to process requests for temporary packets; assembles employment applications and prepares a letter of transmittal to requesting program manager.
May be assigned new projects and tasks not included on the description, or to assist other HR staff as requested by supervisor ensuring the efficient and effective functioning of the work unit.
Knowledge, Skills and Abilities: Knowledge of the Personnel Policy Manual, Supervisors Manual, Compensation Manual, Master Class Title/Code/Pay Range Listing, Finance Manual, Drug and Alcohol Procedures Manual, and of HR Internal Controls.
Knowledge of policies and procedures used in employee recruitment, selection, and employee information systems.
Knowledge of administrative and clerical procedures.
Knowledge of the Yakama Nation tribal governmental organization.
Knowledge of and ability to learn the Microsoft D365 system.
Knowledge and proficiency in computer use, specifically Microsoft Office products including; Word, Excel, PowerPoint, and Access.
Ability to deal calmly and effectively in stressful situations.
Ability to understand and implement verbal and written instructions.
Ability to work closely with all HR staff to ensure a positive work environment.
Ability to establish and maintain effective working relationships with other department staff, supervisors/managers, elected officials, and the public.
Ability to meet the public and address problems, issues, and complaints tactfully, courteously and effectively.
Ability to plan, organize, and prioritize tasks and work assignments.
Ability to demonstrate a high degree of personal integrity and be able to maintain strict confidentiality.
Ability to work independently and productively with minimal supervision.
Ability to enter, transcribe, record, store, or maintain information in written form using appropriate computer software.
Ability to keep up to date with ongoing changes of computer software and HR related databases.
Ability to remain flexible to changes in assignments or situations, priorities and handle frequent interruptions.
Ability to keep abreast of current and changing HR trends and practices.
Minimum Requirements: High School Diploma or GED.
Two years work experience as an Office Assistant V or Bookkeeper III.
Required to pass pre-employment drug test.
Required to successfully pass a background check.
Must maintain strict confidentiality.
Must present highly professional image and outstanding customer service to internal and external clients.
Proven record of regular and punctual attendance; strong work ethics.
Enrolled Yakama Preference, but all qualified applicants are encouraged to apply.
Preferred Requirements: Associates of Arts Degree in Business or related field.