DEPARTMENT/DIVISION: HUMAN RESOURCES/OFFICE OF THE SECRETARY
SUMMARY OF RESPONSIBILITIES:
Under the direction of the Human Resources Director, provide administrative, general office, HRIS system and project support to the Human Resources department.
GENERAL DUTIES AND RESPONSIBILITIES:
The general duties and responsibilities of the position are included in but not limited to the information listed below.
Provide administrative and general office support to the various Human Resources areas, including, but not limited to, recruitment, onboarding, internship program, benefits, employee relations and HR monthly reporting.
Meet, greet, screen and assist employees and visitors to the Human Resources Department. Answer telephone, distribute incoming mail, maintain office supplies, handle internal/external mailings for the department and organize files as necessary.
Responsible for coordinating and tracking employee tuition reimbursement, professional development and annual professional dues. Responsible for ensuring that the documentation needed for approval are successfully completed prior to (registration form, payment statement – course description, grades upon completion) reimbursement being issued.
Manage the year-round Internship Program, including supporting managers in recruitment efforts, hiring, orientation and onboarding, as well as coordinating internship program activities (e. Lunch & Learn, Intern Poster, Meet & Greet, etc.).
Prepare selected files for Archives, and pull/prepare files for Auditors as needed.
Responsible for data entry for new hires, interns and contractors.
Ensure timely and accurate input and updating of employee data into systems; assist in ensuring integrity and maintenance of HRIS system data and assist in monthly reporting and data metrics.
Develop and maintain up-to-date knowledge of multiple HRIS systems, including ADP and iCIMS.
Provide support in agency recruitment and selection process, including supporting hiring managers with any iCIMS questions and updating/uploading new job requisitions in iCIMS. Update and upload new job descriptions in iCIMS and HR drive.
Prepare new hire, intern, and contractor onboarding orientation and off-boarding packet.
Process employee verification requests, CORI/SORI submissions and assist with monthly MBTA passes.
Set up new employee personnel files, coordinate City Hall ID badges for new employees and assure compliance under E-Verify.
Assist in organizing invoices, creating requisitions, expense vouchers, etc.
Help Coordinate Special Projects for the HR department including but not limited to the Health & Wellness Fair, Annual Residency Certification, the Finance Fair, Annual Holiday/BBQ, and compliance training sessions.
Assist in coordinating special projects as assigned by the Human Resources Director
Perform other related duties as assigned.
Work requires a Bachelor’s degree in Human Resources and/or related work experience in a Human Resources department.
Must have knowledge and experience with multiple HRIS software. Familiarity with ADP and iCIMS strongly preferred.
Must have experience with and the ability to handle sensitive information with confidentiality.
Excellent administrative organizational and office management skills; must be detail oriented.
Proficiency with office software, including Excel, MS Word, Google Calendar, etc. is required.
Ability to prioritize, multi-task and adapt to changing priorities in a fast paced environment is essential.
Strong communication and customer service skills are necessary.
Normal office environment.
Little or no exertion; may spend extended periods at terminal.