Assistant, Human Resources

Thank you for your interest in a career at Northcentral Technical College (NTC).

NTC offers outstanding career opportunities at our beautiful campus with state-of-the-art technology and a stimulating and diverse environment.  Employees are offered an amazing Total Rewards package with competitive salaries, excellent benefits, and generous paid time off – including two paid closures for the winter holiday (Christmas – New Year) and summer (week of July 4th), for most full-time positions.  NTC is "The College that Cares" and makes a difference in the lives of our employees and students.  If you have the desire to help students while positively impacting the community, we'd love for you to join our team See why our current employees did

Starting Hourly Rate Based on Qualifications:

JOB SUMMARY, DESCRIPTION & QUALIFICATIONS:

Job Summary

The HR Assistant provides administrative and organizational support to the Human Resources team and serves as a key point of contact for internal communication, tracking, and coordination. This role supports a wide range of HR functions by managing the HR inbox, maintaining intranet content, reconciliation and payment of bills, scanning and maintaining document files, coordinating calendars and reminders, assisting with recruitment logistics, and tracking important deadlines. The Assistant helps ensure the HR team remains organized, informed, and responsive to the needs of the College.  This role serves as the first point of contact in person and over the phone, offering exceptional customer service. 

Essential Functions and Responsibilities

The following duties are primarily performed and are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodation.

Administrative and Communication Support

• Serve as the first point of contact for internal and external customers, responding to walk-in inquiries and incoming phone calls.

• Act as the primary contact for the HR shared inbox. Monitor incoming messages, research and draft appropriate responses, using research, critical thinking, established procedures and templates. Triage and route messages with tentative draft responses to appropriate team members when needed, maintain and update response templates, and support efficient tracking and retrieval of communication.

• Primary contact for student and adjunct hires (verification of employment, transcripts, etc.) and collects documents for new hire processing.

• Assists with creating electronic slides and monitoring appropriateness and timelines of content for HR electronic bulletin boards.  

• Send reminders and timely communications to team members to support awareness of deadlines, events, and HR processes.

• Maintain and update HR content on the College's intranet to ensure accuracy and accessibility.

• Order office supplies and submit facility requests through the College's work order system, School Dude.

• Pick up and distribute HR department mail daily.

• Maintain confidential records, electronic document scanning, and filing systems in compliance with audit and retention requirements.

• Reconcile monthly vendor invoices and process for payment in Workday.

Recruitment and Onboarding

• Provide administrative support for recruitment, including posting positions, uploading job descriptions, assisting with communication to hiring managers, and preparing interview materials.

• Maintain recruitment files and responsible for collecting interview materials and notes.

• Coordinate interview logistics, such as scheduling and tracking committee participation.

• Create job offers in Workday and track the completion of offer tasks.

• Assist with onboarding activities by preparing electronic new hire folders, scheduling calendar invites, supporting I-9 completion, and creating employee badges.

Tracking and Records Management

• Scan and organize documents such as new hire paperwork, payroll-related documents, and interview records, in compliance with accurate document retention and retrieval. 

• Maintain accurate records, including updates for vacancy and turnover reporting, compensation and grade lists, FMLA dashboard, and distribute updates to the HR team.

• Track and monitor annual collection of key HR documentation submitted to the HR Inbox, including Open Enrollment, faculty contracts, performance appraisals, etc.

• Format and maintain consistency with templates and documents such as job descriptions.

• Assist and complete projects as assigned by HR leaders.

Departmental Coordination

• Support department-wide planning by updating vacation calendars and coordinating department events and timelines.

• Assist in In-service planning and preparation.

• Assist the HR Generalist with documentation, electronic filing, and tracking related to FMLA, leave administration, and payroll processes.

• Provide administrative assistance to other departments to support College operations, as needed.

Minimum Qualifications Required

In limited circumstances, NTC may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

Education: Associate's Degree (or Equivalent)

A minimum of two years' postsecondary education appropriate to position responsibilities with at least two years' related experience; additional appropriate experience will be considered as an equivalent to two years' postsecondary education.

Experience: 2 Years

Knowledge, Skills and Abilities

In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities, including language skills, reasoning and mathematical abilities are essential.

Language Skills:

Ability to read, write, analyze and interpret complex documents; present topics to internal and external individuals of all levels.

Math Skills:

Ability to accurately add, subtract, multiply, and divide in all units of measure; compute rate, ratio, and percent.

Reasoning Ability:

Ability to critically think and solve problems involving a variety of concrete variables with limited standardization; interpret written, oral and diagrammed instructions.

Technical Skills:

Ability to manage and track document changes; create, modify and format templates and files; ability to use multiple computer screens and multitask in several computer applications.

Customer Service Skills:

Ability to actively listen, discern key information, and respond professionally; ask follow up or clarifying questions to diffuse escalated situations and offer appropriate problem resolution when necessary.

Physical Requirements

Carrying/Lifting 10-25 lbs: Low

Carrying/Lifting 25-50 lbs: N/A

Carrying/Lifting >50 lbs: N/A

Sitting: High

Standing/Walking/Climbing: Low

Squatting/Crouching/Kneeling/Bending: Low

Repetitive Hand/Foot Movement: High

Pushing/Pulling/Reaching Above Shoulder: N/A

Work Environment

Indoor/Office Work Environment: High

Outdoor Weather Conditions: N/A

Irritated or Agitated Individuals: Low

Hostile or Violent Individuals: N/A

Hazardous Fumes/Odors/Toxic Chemicals: N/A

Confined Spaces (as identified by OSHA): N/A

Work-Related Travel: N/A

Smell Requirement: N/A

Specific Vision: High

Hearing: High

Taste: N/A