ADMINISTRATIVE & HR ASSISTANT - 50929

Job Responsibilities

Under direct supervision of the Human Resource Manager and under general direction of the Director of Administrative Services, serves as direct support to human resource operations for the State Board of Elections. Assists the Human Resource Manager with all aspects of payroll processing and personnel matters. Creates various technical reports. 

Serves as back-up payroll officer in the absence of the HR Manager. Responsible for entering all payroll transactions via the Central Payroll System. Ensures that data is entered accurately and in accordance with payroll schedule.  Makes sure that employee payroll coding matches employee information in the Benefits Program and identifies and corrects discrepancies. Keeps up-to-date on all statewide changes that impact payroll.

Utilizes Personnel Program to create all employee personnel transactions, in accordance with the Administrative Code and SBE Personnel Policy. Works directly with agency Directors to ensure timely completion of employee evaluations and personnel transactions. Processes transaction forms that track all changes to employees personal and payroll information. 

Serves as the primary back-up Receptionist in the Springfield Office, as needed; including daily lunch and break coverage. Serves as the secondary back-up Facility Services Specialist, as necessary.

(Job Responsibilities continued)

Assists Human Resource Manager with complex tasks such as: Leaves of Absence (Occupational and Non-occupational), Family Medical Leave, Maternity and Paternity Leaves, etc. Assists with all aspects of hiring; ensures that job descriptions are current and that postings are accurate and timely; contacts candidates and schedules interviews; prepares all documents required for the interview process. In addition, provides clerical support through means of typing from rough draft letters, memos, reports, and other documents. Maintains the filing systems for current and former Board employee personnel files; payroll vouchers; and timekeeping records.

Assists Human Resource Manager with creation of complex Quarterly and Annual Affirmative Action (AA) and Equal Employment Opportunity Reports (EEO) as required by the Department of Human Rights. Generates both New Hire and Promotional Monitors as support for aforementioned reports. Tracks and records numbers of employees with disabilities and areas of concern regarding positions that are not at parity in regards to minority hiring’s.  Attends training on fair practices regarding EEO and AA Hiring practices. 

Performs other duties as assigned or required which are reasonably within the scope of the duties enumerated above.

Knowledge, Skills, and Abilities

Requires college degree in related field or two (2) years equivalent experience in a professional office setting.  Requires good administrative, organizational and teamwork skills.  Working knowledge of State agency operations policies and procedures desirable. Experience with current statewide payroll and benefits systems desirable. In addition, knowledge of composition, grammar, spelling and punctuations, accurate typing skills and word processing experience; experience in operation of manual and automated office equipment.