HUMAN RESOURCES ASSOCIATE

Position Overview

The Department of Insurance in seeking a Human Resources Associate to perform a variety of paraprofessional duties in Human Resources for the Human Resources Manager and staff.  This position will maintain files, compile data, prepare and type letters, memoranda and confidential reports and statistics; provide non-technical advice and assistance to employees and the general public through telephone, email and walk-in inquiries; answer general questions regarding human resources related issues including, but not limited to, payroll, timekeeping, benefits, transactions, classifications, hiring, etc.; utilize a personal computer and various software programs for the retrieval of personnel information and completion of human resources forms and documents; assist HR staff with various mass mailings and special projects; prepare employee evaluation notices and receive, log, send and file evaluations; receive, screen, date stamp, process and route incoming inter-office mail, faxes, electronic and hand-delivered correspondence to the appropriate HR staff.  We invite all qualified applicants to apply. 

Essential Functions

1. Provides paraprofessional assistance to the Human Resources Manager and Human Resources staff:
   • maintains files, compiles data, prepares and types letters, memoranda and confidential reports and statistics,
   • prepares and keyboards correspondence, memorandums, and reports for distribution internally and externally in response to requests and to solicit and provide information,
   • searches files, databases, and records in response to inquiries,
   • reviews and verifies internal documents for compliance with personnel rules and regulations forwarding to the HR Manager for signature,
   • distributes and files paperwork generated from documents,
   • assists in researching information relating to highly confidential and/or sensitive personnel issues,
   • compiles summaries of information and presents to manager for review and approval.
2. Prepares evaluation notices for supervisors informing them of evaluation due dates and type of evaluation to complete and submit for their employees:
   • receives evaluation and verifies for completion and accuracy,
   • obtains Director signature,
   • logs completed evaluation in the Human Resources Information System (HRIS), sends signed copy to employee and supervisor and files official evaluation in the personnel file,
   • retrieves copies of evaluations as requested from appropriate staff,
   • answers questions regarding the evaluation process.
3. Utilizes a personal computer and various software programs, such as Microsoft Outlook, Access, Excel, Word, Power Point, HRIS, and other human resources systems and programs for the retrieval of personnel information and completion of human resources forms and documents;
   • assists in maintaining comprehensive databases to prepare payroll, timekeeping, benefits, transactions, classifications, hiring, and other human resources related reports.
4. Assists HR staff with various mass mailings and special projects:
   • updates, copies, and assembles new employee orientation packets,
   • assists with new employee orientation,
   • works with CMS to schedule employees for identification badges.
5. Provides non-technical advice and assistance to employees and the general public through telephone, email, and walk-in inquiries:
   • answers general questions regarding human resources related issues including, but not limited to, payroll, timekeeping, benefits, transactions, classifications, hiring, etc., or forwards to appropriate staff,
   • offers advice and support to management staff; coordinates with HR staff, CMS, and other agency personnel offices to address human resources related issues,
   • prepares and distributes correspondence in response to such inquiries,
   • coordinates with payroll, timekeeping, benefits, transactions, classifications and hiring staff to address and resolve related issues,
   • maintains confidentiality and uses discretion in the release of information and records.
 

Essential Functions (cont'd)

6. Receives, screens, date stamps, processes and routes incoming inter-office mail, faxes, electronic and hand-delivered correspondence to the appropriate HR staff:
   • reviews incoming correspondence for priority importance,
   • completes certified mail requests on behalf of Human Resources,
   • orders and maintains supplies for Human Resources.
7. Prepares, maintains, and stores a variety of HR records and files:
   • makes necessary or mandated adjustments to HR records and files,
   • ensures the accuracy and validity of data and ensures files and records are up to date,
   • prepares files and records for record retention working with the Department’s Records Unit on storage schedules and policies.
8. Performs other duties as required or assigned which are reasonably within the scope of the duties enumerated above.

Minimum Qualifications

1. Requires knowledge, skill, and mental development equivalent to completion of two (2) years of college or satisfactory completion of an approved training program.
2. Requires skill in keyboarding accurately at 30 wpm.

Preferred Qualifications

1. Prefers a minimum of one (1) year previous experience supporting Human Resources functions.
2. Prefers strong written and verbal communication skills.
3. Prefers a high level of attention to detail and accuracy.
4. Prefers proficiency with Microsoft Office applications and human resource information systems.
5. Prefers ability to handle multiple priorities with strict deadlines.
6. Prefers ability to establish and maintain effective working relationships.
7. Prefers ability to maintain strict confidentiality of personnel information and records.
8. Prefers strong organizational skills.
9. Prefers ability to conduct extensive research and provide a meaningful summary of the results.
10. Prefers ability to operate commonly used manual and automated office equipment and perform routine maintenance.

Employment Conditions

1. Requires the ability to pass a background check.

The conditions of employment listed here are incorporated and related to any of the job duties as listed in the job description.
 

About the Agency

The Department of Insurance (DOI) regulates the insurance market in the State of Illinois including, but not limited to, licensing and educating insurance agents, investigating Workers Compensation fraud, and examining the operations and finances of insurance companies domiciled in the state. We are committed to protecting consumers and regulating the insurance industry with innovation and efficiency. DOI has approximately 220 employees who are split between our Chicago and Springfield offices.

State of Illinois employees enjoy a robust benefit package, including:
    • Health, Life, Vision, and Dental Insurance
    • 13 Paid Holidays annually, 14 on even numbered years
    • 10-25 days of Paid Vacation time annually - (10 days in year one of employment)
    • 12 Paid Sick Days annually (sick days carry over from year to year)
    • 10 Weeks Paid Maternity/Paternity Leave
    • 3 Paid Personal Days annually
    • Pension Plan
    • Deferred Compensation Program and other pre-tax benefit programs (Medical/Daycare)
    • Flexible work schedules may be available, dependent upon position
    • Tuition Reimbursement Program and Federal Public Service Loan Forgiveness Program eligibility
    
Visit https://www2.illinois.gov/cms/benefits/Pages/default.aspx for more information about our benefits.