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Human Resources Assistant

4 months ago

Chicago, United States Cook County Health & Hospitals System Full time

**HUMAN RESOURCES ASSISTANT - HUMAN RESOURCES**

**Job Number**:00132592**

**Job Posting**: Jun 4, 2024, 10:35:02 AM **Closing Date**: Jun 18, 2024, 11:59:00 PM

Full-time **Shift Start Time**: 8:30 A.M. **Shift End Time**: 4:30 P.M.

**Collective Bargaining Unit**: RWDSU ADM 3/4

**Posting Salary**: $22.073 HOURLY

**Organization**: Health and Hospital Systems

**JOB TITLE**: Human Resources Assistant

**DEPARMENT**: Human Resources

**LOCATION**: John H. Stroger Jr. Hospital

**SHIFT**: 8:30 AM - 4:30 PM

**Job Summary** **RWDSU**

A confidential and critical position, which under general supervision performs a variety of specialized, complex activities in the coordination of Human Resources operations. Strong emphasis on proactive problem resolution and departmental communications.

**Typical Duties**
- Plans, coordinates, and participates in HR related programs and activities.
- Investigates, documents, and resolves HR problems and issues.
- Serves as a primary contact for routine HR-related inquiries from management and staff. Research and respond to issues. Escalate more complex inquiries to the appropriate resource.
- Reviews and processes tuition reimbursement requests. Notifies employee of incomplete information and provides follow-up.
- Prepares weekly and/or monthly HR metrics reports, including but not limited to HR transactions; tracking of leaves; data regarding non-CCH staff such as contractor/consultant staffing, volunteer staffing, etc.; recruiting and staffing metrics and other reports when and as needed.
- Reviews all personnel forms for completeness and accuracy.
- Assists in the preparation and distribution of internal communication.
- Maintains communications across CCH as necessary to obtain, update, and provide information.
- Assists with greeting all customers, internal and external, in a courteous and professional manner. Directs all customers to the sign-in sheet to indicate purpose of visit and the person they wish to see and directs customers to proper area within the HR Department. Answers inquiries and distributes requested documents as needed.
- Works on special projects when and as assigned by management.
- Performs data entry; set up and maintenance in the HR Information System for employees and non-CCH staff.
- Manages the Hospital Identification System including but not limited to creating Hospital Identification Cards for all individuals authorized to be on the Stroger campus such as employees, volunteers, contractors, students and residents; assures that the proper building access is given to authorized individuals; maintains supplies for ID processing which includes ordering and tracking of cards, ribbons, holders, etc.; assures the equipment is properly maintained; generates reports when and as needed.
- Onboarding of non-CCH staff including but not limited to contractors, volunteers, and research assistants.
- Maintain and monitor files for all CCH employees and non-CCH staff to ensure all compliance documents are up to date.
- Creates and maintains designated Employee Personnel Files; gathers and assures all required documents are placed within the Employee Personnel files in a timely fashion, including but not limited to pre
- and post-employment documents; appropriate acknowledgement forms; annual competencies; certifications; licenses; and any and all other employment-related documents. Ensures all documents to be placed in personnel files are date and time stamped.
- Maintains “Sign-Out” cards for Employee Personnel files and assures that signed-out files are returned to file section the same day.
- Prepares copies of requested personnel files for the purpose of subpoena inquiries, file reviews, legal inquiries, etc.
- Ensures sufficient supplies are on hand and notifies the designated interview when supplies are needed.
- Supports and assists with HR Front Desk coverage, as needed.
- Performs other related duties as assigned.

***

**Minimum Qualifications**
- High School Diploma or GED and two (2) years of full-time work experience in an administrative, customer service and/or clerical role.

**OR**

Associate's Degree or higher from an accredited institution with one (1) year of full-time work experience in an administrative, customer service and/or clerical role.
- Must be proficient in Microsoft Office with a high concentration in Excel spreadsheets.
- Must be able to type 25 words per minute.
- This position requires traveling to work assignments for which the employee must provide his or her own adequate means of transportation.

**Preferred Qualifications**
- Previous work experience in a major hospital, medical center, university, government agency or corporation with more than 1,000 employees working at the same site.
- Previous work experience in a fast-paced environment with a high volume of work.
- PHR certification.

**Knowledge, Skills, Abilities and Other Characteristics**
- Sensitivity and respect in serving culturally diverse applicants, e