HUMAN RESOURCES ASSISTANT I
 Western Virginia Water Authority | |
 United States, Virginia, Roanoke | |
 Mar 12, 2025 | |
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JOB POSITION: HUMAN RESOURCES ASSISTANT I (PB 36 hours per week)
Division: Human Resources Status: Non-Exempt Grade: 103 Job Code: 633 Reports to: Human Resources Coordinator Date: 07-01-24 Revised Date: 00-00-00 Last Reviewed Date: 00-00-00 SUMMARY OF JOB Performs a variety of core clerical, secretarial and administrative work in keeping official records, providing administrative support to staff, and assisting in the administration of the standard operating policies and procedures of the division. Graduation from high school/GED equivalent supplemented by college level courses in Secretarial/Business or related field plus one (1) or more years of responsible support function experience. Experience in a Human Resources environment is preferred. Proficient in use of computers and various software applications especially spreadsheets required. ESSENTIAL DUTIES AND RESPONSIBILITIES Includes the following. Other duties may be assigned or scheduled. * Manages front desk of Human Resources department to include but not limited to answering phones, greeting customers/visitors/vendors and directing them to the appropriate personnel. * Supports Divisional needs and requirements related to Human Resources, Payroll, Training, Recruitment/Retention/DEI, and Risk/Fleet/Safety management. * Handle all aspects of office duties in a professional, courteous and friendly manner. * Assist Human Resources Director with Building maintenance issues (i.e. contacting contractors when issues arise, etc.) * Orders supplies and handles the mail for the department. * Scans and verifies all new hire folders and personnel records into electronic personnel files through Laserfiche. * Coordinates and manages Applicant Tracking process and posting of open positions and closing of positions. * Assist with Trakstar performance review system during annual performance reviews. * Coordinates and maintains contract for Coulter Office parking spaces. * Manages FOB system for Coulter Building. * Coordinates and manages the DOT (Department of Transportation) Random Drug Testing program for our Risk/Safety Coordinator. To include scheduling and coordinating random DOT and non-DOT drug screens. * Prepares new hire benefit and payroll packages for New Hire Orientation. * Enters new employees into Employee Navigator and Employee Self Services (ESS) on first day of employment. * Files required reporting (VA New Hire Reports and E-Verify). * Follows up with employees on missing documentation. * Maintains Standard Operating Procedures for position to include Applicant Tracking, Job Postings, New Hire Report, DOT Random Drug Screening. * Assist in coordinating employee/family activities (picnics, Service Awards, etc.) * Assist in coordinating wellness activities for employees. * Assist with coordinating, scheduling and organizing meetings, seminars, training classes and various functions for staff. * Reviews offer letter with new hires and performs required drug testing. * Assist with Request For Proposal (RFP) duties as needed. Manages date of renewal for RFPs. * Back up to entering Personnel Actions through HRIS/Payroll system for Payroll. * Assist Payroll/HR Coordinator in timekeeping duties for Human Resources, Finance, Directors, Student Apprentices and RVBA. Backup timekeeper for Administration and PR. * Assist all HR staff in data entry, clerical or administrative duties that they may need assistance in. * Processes/pulls background and driving records request and provides to HR/Payroll Coordinator for review. * Proficient in the use of the following software; Microsoft Outlook, Microsoft Word, Excel and PowerPoint. * Proficient in using office equipment including personal computer, copiers, fax machines and printers. * Maintains a high level of confidentiality and professionalism in all aspects of duties. * Back up for Executive Assistant and backup to entering personnel actions in the HRIS/Payroll system. * Performs other duties as required by the Human Resources Manager, Learning/Training Manager, HR Coordinator, Payroll Coordinator, Risk/Safety Coordinator, Director of Human Resources/Risk Management or Executive Director. * Career Ladder is to an HR Assistant II. SUPERVISORY RESPONSIBILITIES None. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. * Ability to work with minimal supervision. * Ability to work safely and obey all safety rules. * Ability to communicate effectively, both verbal and in writing. * Ability to establish and maintain effective working relationship with coworkers, other Water Authority departments and the general public. * Ability to read and interpret documents such as safety rules, operating and maintenance instructions, maps and procedure manuals. * Ability to apply common sense understanding to carry out instructions furnished in writing, oral or diagram form. * Must possess and maintain a good work ethic with a strong emphasis on good attendance, reporting to work on time, completing job assignments in a timely manner, maintaining a good work attitude, performing all job duties as assigned and/or scheduled. * Must be proficient in the use of current computer software using Microsoft Office applications for word processing, spreadsheets, Internet, basic research and electronic data communications. Responsible for using other WVWA applications as required. * Ability to deal with and maintain confidentiality of information. * Ability to perform several tasks at the same time. EDUCATION and/or EXPERIENCE Graduation from high school or GED equivalent supplemented by course work in accounting, business or data processing, plus one (1) or more years of related experience or equivalent combination of education and experience. CERTIFICATE, LICENSE, REGISTRATION REQUIREMENTS * Must possess a valid Virginia driver's license or have the ability to obtain one within 60 days of employment date. No more than six (6) demerit points on driving record if required to drive Water Authority vehicles. PHYSICAL DEMANDS OF THIS JOB The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. * While performing the duties of this job, the employee is regularly required to walk, stand, and sit; use hands to finger, handle or feel; reach with hands and arms; talk and hear. * While performing the duties of this job, the employee is occasionally required to stoop, kneel, crouch, bend, climb, balance, crawl or reach overhead. * Specific vision abilities required by this job include ability to adjust focus. If corrective lenses are noted on driver's license, the lenses must be worn when operating Authority vehicles. * Repetitive movement using keyboard and/or office equipment is involved. * Employee must be able to sit for an extended amount of time at a desk or workstation. * Employee must regularly lift, carry and/or move up to 10 pounds and occasionally 20 pounds. Assistance is required on weight amounts above those listed. Failure to do so could result in injury and denied Worker's Compensation benefits. WORK ENVIRONMENT ENCOUNTERED IN THIS JOB The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. * The noise level in the work environment is usually low. * Employee is subject to normal work conditions as required in an office setting. * Employee may occasionally be subject to exposure to moderate or high noise level, extreme outside weather conditions, uneven, steep, slippery terrain conditions, dusty conditions and wet and/or humid conditions. GENERAL STATEMENT AND SELECTION GUIDELINES The above statements describe the general nature and level of work assigned to in this job position. They should not be construed as an exhaustive list of all job duties or tasks performed by personnel so classified. The following will identify the selection guidelines for job placement: * WVWA application * Rating of education, experience, training and qualifications * Reference checks * Interview with WVWA management team * Applicant must pass a pre-employment physical and drug/alcohol test * A criminal background check and social security number verification will be performed. The results must match information provided by the applicant on the WVWA application * Job related test might be required and would be administered to all applicants applying for the position | |