Administrative Assistant- Human Resources

ESSENTIAL FUNCTIONS:

• Create, maintain, and regularly update personnel files; ensure compliance with applicable federal, state and DCFS regulations.
• Track and manage all HR-related DCFS requirements, including driving eligibility as applicable.
• Distribute physical exam, driver’s license expiration or other reminders to applicable employees and ensure receipt of required documents.
• Create and manage tracking system to ensure employee documentation for personnel files is submitted in a timely manner.
• Manage and update all new, current and former employee information in the HRIS system and personnel files.
• Manage and process all employee status change information.
• Track benefit payments for former employees on Illinois continuation, retirees or individuals on LOA.
• Assist with the employee evaluation process, track received evaluations and ensure that all forms are received.
• Run reports from HRIS system on a regular basis and as needed.
• Assist in the department’s recruiting process by conducting phone screen interviews, reference checks, and coordinating interviews as needed.
• Track department expenses
• Maintain department supplies and stationary. Ensure regularly used supplies are in stock.
• Coordinate the scheduling of department meetings and create and archive team meeting notes.
• Assist in the maintenance of the department’s policy and procedure manual. Conduct annual audit to ensure policy and procedure are up to date.
• Assist in the development, achievement and assessment of department CQI goals, objectives and processes.
• Track and maintain disciplinary actions
• Prepare all documents needed for the exit interview process.
• Create access cards/id badges for employees, board members, guests, contractors and residents of independent living program
• Receive and distribute department’s internal and external mail
• Assist with filing, copying, data entry and other administrative tasks as requested.
• Assist with other HR functions and Agency operations as requested.