Human Resources Front Desk Assistant #570825728

University Enterprises, Inc.   Sacramento, CA   Full-time     Administration / Clerical
Posted on June 10, 2024
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Human Resources Front Desk Assistant

Human Resources
REQUISITION #570825728

University Enterprises, Inc. (UEI) at Sacramento State is seeking a Human Resources Front Desk Assistant for the Human Resources Office at Sacramento State. Human Resources (HR) at University Enterprises, Inc. (UEI) is dedicated to recruiting, hiring, and training the organization’s employees and guiding and supporting management, staff, and customers in employee-related decisions. HR oversees benefits and compensation, manages the employee performance review process, and stays current with changing laws, issues, and regulations in all areas that affect UEI employees. HR is committed to balancing the needs of the organization with fair and equitable treatment of employees and all others served.

RATE OF PAY: $3,363 - $5,044 per month

BENEFITS: UEI offers an excellent benefits package that includes:

  • Participation in CalPERS Retirement Program
  • Paid Vacation Time – starting at 6.66 hours accrued/month
  • Paid Sick Time – 8 hours accrued/month
  • Paid Holidays – 14 paid holidays per year including paid time off the week between Christmas Day and New Year’s Day as the CSUS campus is closed
  • Excellent medical benefits – 100% employer-paid medical & dental for employee-only coverage and low cost for family coverage
  • Educational Assistance Program for employees and/or dependents
  • Child care subsidy

FILING DEADLINE: This position closes to new applicants on June 24, 2024

CONDITIONS OF EMPLOYMENT: This is a full-time, non-exempt (eligible for overtime pay), benefited position that is covered under the California Public Employees’ Retirement System. Continued employment in this position is dependent upon the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause.

The selected candidate must furnish proof of eligibility to work in the United States. University Enterprises, Inc. is not a sponsoring agency (i.e. H-1B Visa).

It is strongly recommended that all University Enterprises, Inc. employees follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

MINIMUM QUALIFICATIONS

1. Demonstrated work experience in performing a variety of office and customer service support assignments including front counter/receptionist experience.
2. Ability to independently handle multiple projects; ability to set priorities and delegate tasks among numerous activities and meet external and internal deadlines.
3. Demonstrated work experience in a customer service position interacting in person with the public.
4. Demonstrated excellent written and oral communication skills.
5. Excellent interpersonal relationship skills.
6. Demonstrated experience effectively communicating and working with all levels of employees and/or customers while maintaining a professional demeanor and exercising tact and good judgment.
7. Demonstrated work experience working with and maintaining sensitive, confidential information.
8. Demonstrated knowledge of general office procedures, methods, and equipment.
9. Demonstrated ability to analyze and find solutions to problems and work independently.
10. Demonstrated experience in word processing, spreadsheets, and data entry, such as the programs in the Microsoft Office Suite.
11. Demonstrated skill working in a multi-cultural environment.
12. Skill in working in a fast-paced environment with numerous interruptions while maintaining a professional atmosphere and exercising tact and good judgment.
13. Ability to effectively lead and coordinate the work of Student Assistants for a professional and cohesive front desk operation.
14. Must be fingerprinted and pass a background check. Must continue to meet the established standards.

PREFERRED QUALIFICATIONS

1. Demonstrated knowledge of and skill in the application of Human Resources policies and practices as they apply to a medium to large organization.
2. Experience within a college or university environment.
3. Experience with Ultimate Kronos Group (UKG) Workforce Ready software or similar HRIS/Payroll program.

PHYSICAL REQUIREMENTS

With or without a reasonable accommodation: Sit for extended periods; frequently stand and walk; manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, copiers, scanners, printers, and fax machines.

WORKING CONDITIONS

Work is performed in an office environment; continuous contact with staff, campus community, the public, and other agencies.

DUTIES AND RESPONSIBILITIES

This position is the first point of contact for the University Enterprises, Inc. (UEI) Human Resources Department, and is expected to interact with employees and customers in a professional manner at all times. The position performs a variety of complex customer service and office support assignments in the UEI Human Resources Office; assists employees in completing employment paperwork, including coordinating orientations for new hires and re-hires; processes and tracks work clearances for International students; answers phones and receives visitors to the office; answers questions regarding personnel policies, procedures, and programs; explains the job application, posting and hiring procedures; may assist with reviewing and releasing online applications; and maintains confidential files of employees and applicants. Provides backup phone coverage and assists visitors for University Enterprises’ Administration Office, as needed. This position receives general supervision from the Human Resources Operations Supervisor. This position monitors and provides work direction to Student Assistants.

The specific duties and responsibilities are as follows:

1. Answers phones, directs callers, takes messages, monitors a general department email account, and performs verbal employment verifications. Greets office visitors and provides them with a variety of information about UEI Human Resources programs, policies, and procedures; answers questions; receives and assists with paperwork; and directs visitors to the appropriate department or individuals.
2. Responds to written requests for employment verifications within appropriate timeframes, ensuring all information is reported accurately.
3. Coordinates the new hire online onboarding process (individual, group, and out of the area) for student, temporary full-time, and part-time new hires and re-hires, which includes ensuring onboarding documents are completed timely and accurately. Ensures online onboarding documents are approved timely. Follows up on incomplete or late onboarding documents. Schedules appointments to view I-9 documents and answers any questions. Sends surveys to recent hires regarding their orientation experience.
4. Maintains and monitors U.S. Citizenship and Immigration Services (USCIS) paperwork (I-9 forms, etc.) for all employees ensuring completeness and compliance. Follows up on incomplete I-9 forms. Runs reports to track expiration of documents.
5. Monitors, trains, and coordinates the work of student assistants in consultation with the Human Resources Operations Supervisor. Participates in the selection of student assistants.
6. Works closely with the Sac State International Programs and Global Engagement Office to assist international students with questions and paperwork requirements of Sac State and the USCIS. Keeps current with changes in requirements for International Students and recommends procedure changes, as needed.
7. Assists with compliance training administration.
8. Ensures department mail is received, date and time stamped, and distributed. Applies postage and ensures outgoing mail is taken to the proper pick-up point at designated times.
9. Assists applicants with using the online application system. Assists with reviewing and releasing online student/part-time employment applications to the appropriate hiring managers for further processing. Forwards applications requiring additional review to appropriate staff.
10. Assists with processing employee records in the Human Resources Information System. Organizes and maintains filing systems. Ensures documents are filed into employee personnel files. Ensures all documents and benefited personnel files are filed accurately and in a timely manner.
11. Prepares orders and maintains inventory of office supplies.
12. Interacts with employees and customers in a professional manner and maintains confidentiality of information.
13. Takes minutes during monthly staff meetings. Composes a variety of letters, reports, and documents.
14. Performs other job-related duties as assigned.

Note: This position vacancy is with University Enterprises Inc., an auxiliary organization of California State University, Sacramento. This is not a University position; the incumbent will be an employee of University Enterprises. University Enterprises operates commercial enterprises on the California State University, Sacramento campus; it is responsible for grant and contract management and fiscal services for University research and sponsored programs and provides fiscal services to University related agencies and activities. University Enterprises is a non-profit corporation governed by a board of directors in conformance with the appropriate State of California codes and policy directives of the Board of Trustees and the campus administration.

University Enterprises is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of University Enterprises that all employees and applicants shall receive equal consideration and treatment. All recruitment, hiring, placement, and promotions will be on a basis of qualifications of the individual for the position being filled, regardless of race, color, religion, ancestry, national origin, age (over 40 years), sex, sexual orientation, marital status, medical condition (diagnosis or history of cancer)*, citizenship, veteran status, or physical or mental disability. Any persons who feel that they have been discriminated against in connection with an application for employment should contact University Enterprises' Director of Human Resources at (916) 278-7003. *As defined in Section 12926(F), Government Code 12990.

***AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER***

In compliance with the Jeanne Clery Disclosure of Campus Security Police and Campus Crime Statistics Act, California State University, Sacramento has made crime reporting statistics available on-line Print copies are available in the CSUS library and by request from the CSUS Office of Public Safety and the Office of the Vice President for Student Affairs.


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