Administrative Assistant II - Human Resources

McHenry County College • Crystal Lake, IL • 4h ago

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/13516175

rrAdministrative Assistant II - Human Resources

rMcHenry County College

rSalary: \$25.25 - \$35.65 Hourly

rLocation: McHenry County College - 8900 Northwest Hwy 14, Crystal Lake, IL

rJob Type: Staff - Full-Time

rJob Number: 202600099

rDivision: Human Resources

rDepartment:

rFLSA: Non-Exempt

rBargaining Unit: STA

rTarget Hire Rate: \$26.73 - \$29.70

rPay Grade: S8

rWorkweek

40 hours | Flexible schedule to meet department needs to include evenings and weekends. Additional hours beyond schedule may be required.

Position Summary

Responsible for providing advanced administrative support to the Administrator, Department Chairs and faculty within the assigned College department and/or division. Provide outstanding customer service to employees, students and external customers while maintaining a smooth operation of the office. Effectively and efficiently handling a variety of administrative support duties that support the Division.

Departmental Specific Summary: The Administrative Assistant II, Human Resources, provides essential operational and administrative support to ensure the smooth functioning of HR processes and services. This role is responsible for maintaining accurate employee data within the Colleague HRIS system, including processing new hires, terminations, transfers, and updates to employee records such as name and address changes. The position also manages financial administrative tasks, including processing invoices and credit card billing. Serving as a key point of contact, the assistant greets visitors to the HR suite, supports I-9 employment eligibility verification, and coordinates logistics for meetings by scheduling, preparing agendas, and recording notes. Additional responsibilities include submitting work orders to Facilities and IT, ordering office supplies, responding to employment verification requests, and actively monitoring and responding to inquiries in the HR inbox. This role requires strong attention to detail, organization, and customer service skills to support a responsive and efficient HR function.

Essential Job Functions and Responsibilities

Provide administrative support and reception/customer service to the

assigned department Administrator and department chairs, responding to a wide variety of inquiries from College employees, faculty, students, and community members

Create and maintain a variety of documents (e.g. forms, presentation

materials, meeting agendas, minutes, etc.), aligning with branding standards of the College

Provide administrative support for projects (e.g. reports,

communications) including, but not limited to, gathering data, composing, proofreading, disseminating and updating information in a variety of modes

Assist with meeting/special event preparation (e.g. team meetings,

committee meetings, etc.) by drafting the agenda, sending invitations, scheduling facilities, taking minutes, arranging catering/other services as necessary. This includes participating in the event as requested by the Administrator or College administration

Coordinate internal logistical arrangements for department-sponsored

or college-sponsored events

Coordinate external divisional/departmental as requested by

Administrator, including but not limited to programming observations held at an off-campus location and external agency assessments

Develop and maintain a working familiarity with the College

Strategic Plan and related activities

Assist in data gathering, documentation, and preparation of various

department procedures

Compile information for governmental and institutional reports

(ICCB, HLC, Program Reviews, course proposals, grant applications, etc.) and assist in preparing reports

Facilitate the Administrator\'s academic administrative processes,

including but not limited to, TABS, syllabi collection, office hours/faculty schedules, or student evaluations

Enter data and extract information from the College\'s ERP or other

College software/systems, including but not limited to, generating reports, preparing Notification of Assignments (NOAs)/stipends, load reports and creating/updating course section builds

Develop a working understanding of the budget process including tasks such as payment requisitions, budget transfers, and E.R.P. Track and follow up, as needed, with financial transactions and contracts, including grant-related contracts and expenditures

Provide support for standing committees, advisory groups, shared governance, and/or division/department meetings; act as recording secretary and disseminate minutes

Maintain an up-to-date central filing system

Perform general clerical duties - word processing, filing, record keeping, maintain copy/fax machine supplies and materials, proofreading, etc., and

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