Administrative Assistant Iii - Hr.

Department Information

Who We Are

We are the largest community college in Colorado, enrolling close to 28,000 credit students annually in a diverse service area with broad cultural and recreational activities. We were one of 30 colleges in the initial American Association of Community Colleges Pathways Project, recently selected as a “Most Promising Place to Work” in Diverse Magazine, and profiled as one of six top community colleges for transfer student success in a recent Aspen Institute publication. Our online learning program has twice been listed recently as one of the top 10 community college online programs in the country.

We have strong commitments to student success and to inclusion, equity, and diversity. We are actively seeking to hire a workforce that matches our student community. We are an emerging Hispanic Serving Institution and expect to reach HSI status by 2024 or 2025.

We have worked hard to create a culture of collaboration, innovation, and pride and seek people who share those values and our commitments to student success and equity.

In Addition To Rewarding And Meaningful Work, Front Range Community College (FRCC) Offers a Comprehensive Benefit Package Designed To Provide You And Your Eligible Dependents, Including Domestic Partner, With a Broad Range Of Employer Paid And Employee Paid Benefit Options Including

• Strong, secure, yet flexible retirement benefits, Colorado PERA .
• Opportunities to work remotely 1 day per week.
• Access to a tuition reimbursement program for eligible employees, their eligible dependents and domestic partners at any of the 13 system community colleges.
• Access to an abundance of professional development opportunities at FRCC.
• Access to an Employee Wellness Program and Employee Assistance Program (CSEAP).
• Medical, Dental, Vision, Life and Disability benefits, Health Benefits.
• A comprehensive leave program, including: annual and sick leave, paid holiday and winter break (we are closed the week between December 25 and January 1.)

Description of Job

General Summary

Front Range Community College (FRCC) aspires to be an inclusive workplace, where we honor and value the unique contributions of our diverse students, employees and communities. The Human Resource department supports the mission and values of FRCC by providing strategic leadership; supporting employee engagement and ensuring opportunities for all as it relates to recruitment and selection; job analysis, classification, training and development of staff; performance appraisal; compensation; employee rights and due process related to discipline and grievances; legislative and legal compliance; accurate disbursement of information and maintenance of the Human Resources management information system.

The HR Admin Assistant III is the first point of contact for the Human Resources office, providing customer service to staff, students, faculty, and others, related to all Human Resources needs. The HR Administrative Assistant III supports new employees throughout their onboarding process and supports employees when they have questions concerning HR’s software platforms. They are responsible for HR payroll-related processes, supervising student staff and providing administrative support to the HR Generalist. They are also responsible for ensuring employee personnel files are complete and accurate.

DUTIES

Employee Onboarding

Duties Include, But Aren’t Limited To

As the Administrative Assistant III in the HR Office, you will help ensure employees are adjusted, confident and ready to work on their first day of employment at FRCC. You will serve as a point of contact for employees through-out the HR onboarding process helping ensure they experience a smooth transition to FRCC by providing timely support during the onboarding process. In this role, you will also work with hiring managers, helping them understand the onboarding process, and necessary paperwork.

• Meeting with new monthly employees, who complete timesheets, and supervisors who approve time and leave to demonstrate how and when to enter and submit time and leave requests.
• Collecting form I-9 documents and completing the employer section accurately
• Prioritizing onboarding tasks to ensure new employees are onboarding in a timely manner.
• Processing and entering background checks for part-time employees and volunteers.
• Communicating with supervisors and employees of upcoming expiration of visas, form I-9’s, resident and other immigration paperwork.
• Ensuring all paperwork is accurate and complete before entering into the HRIS system.
• Helping new employees navigate FRCC’s onboarding process, including the online onboarding system as well as in person and paper forms.

HR Payroll Processing

Duties Include, But Aren’t Limited To

You will create accurate employee profiles in the HRIS system and update employee records accurately and timely.

• Troubleshoot payroll and FLAC issues and generate appropriate solutions.
• Process address changes, name changes, direct deposit updates, W4 updates and 401k, 403b, and 457 updates.
• Calculate, adjust and enter all payroll data for part-time and hourly employees utilizing the hourly appointment form (HAF).
• Review and approve instructional payroll contracts (FLAC).
• Serve as liaison between employees, FRCC payroll, central payroll and HR payroll specialist.
• Set up appropriate payroll deductions for students working during the summer. Process and update in TIAA website, including processing of payout requests.
• Generate payment schedules for employees processed through FLAC instructor contracts. Share with payroll, and other departments as needed.
• Stay abreast of payroll policies and procedures, including attending CCCS system wide monthly payroll calls.
• Generate employee number (S#)
• Generate payroll reports before and during both biweekly and monthly payroll cycle looking for and correcting errors.
• Enter/change term elected payroll deductions for Sub Retirement, Foundation and Colorado Combined Campaign.

Records & Data Management

You will be responsible for ensuring personnel files accurate and complete. Duties include, but aren’t limited to:

• Based on the 120 Term List, archive personnel files appropriately.
• Routinely, perform audits on HR files, form I-9’s, and personnel files. Responsible for auditing student employee work for accuracy.
• Responsible for personnel files and other HR documents, helping to ensure compliance with state system archival requirements and FRCC HR processes. To include but not limited to: new hire paperwork, payroll documents, performance related documents, and annual disclosures.

Leave and Time Management

You will monitor and process Time/Leave requests. Duties include, but aren’t limited to:

• Using state rules and board policies, ensure leave policies and procedures are consistently applied to all employees.
• Assist employees and supervisors with questions on timesheets and leave requests to include part time sick leave, holiday pay, admin leave, compensation time and overtime pay.
• Receives all college wide leave request emails and distributes to corresponding HR departments.
• Perform annual leave roll over from one fiscal year to the next.
• Process regular, Family Medical Leave (FMLA), Paid Family Medical Leave (PFML), Public Health Emergency Leave (PHEL), Family and Medical Leave Insurance Program (FAMLI), and Workers Compensation leave types.
• Perform time and leave audits assisting supervisors and employees with timesheet corrections.
• Manual calculations for adjusted state service time.

Office/Administrative Support

You will serve as the first point of contact for the HR office. Duties include, but aren’t limited to:

• Hire, train, supervise and oversee student employee(s) and their work product.
• Work collaboratively on HR special projects.
• Monitor clinical student background and drug screen database for completed background and/or drug screens. Update database when background and drug screenings are completed. Notify HR Generalist when there is a flagged screen. Generate “Considering Denial and Denial” letters.
• Communicate with supervisors to ensure HR forms are submitted in a timely manner.
• Provide high level customer service to all staff and student employees. Assist visitors by providing direction and/or answer non-HR related inquires.
• Purchase office supplies for the Campus HR department using P-Card; reconcile P-Card monthly.
• Perform front desk duties to include taking messages and/or responding to routine inquiries.
• Assist with employee service awards.
• Complete verification of employment upon request to include Public Service Loan Forgiveness (PSLF) applications.
• Compose and prepare correspondence, memos, and spreadsheets as needed in Microsoft Office Applications (Word, Excel, Outlook, and PowerPoint).
• Assist with processing of Workers Compensation claims by entering injury reports into online data base.
• Provide administrative support to the HR Generalist to include: creating documents, managing appointments, assembling and organizing the documents for Colorado Open Records Act CORA requests and legal processes.
• Ensure availability of forms and inventory, and coordinate set-up of special functions (i.e. training sessions, meetings).
• Process and track employee tuition assistance paperwork for the Campus.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights

Education And Experience

Thirty-six months (36) of professional level clerical experience which includes six (6) months of experience in Human Resources. The primary function of your job must be providing administrative support with a customer service focus. (Part-time experience will be pro-rated). Do not use "SEE RESUME" statements on the application; your application must be completed in detail documenting your experience.

SUBSTITUTION: College, university, from an accredited institution may substitute for the clerical experience as listed above on a year for year basis. (A COPY OF YOUR TRANSCRIPT VERIFYING THE REQUIRED CREDITS MUST BE RECEIVED BY APPLICATION DEADLINE, IF SUBSTITUTION IS USED TO MEET THE MINIMUM REQUIREMENTS)

Required Competencies

• Relationship Building: Onboarding process with new employees and working supervisors. Being first point of contract for HR department.
• Communication (Written & Oral): Communicate with new staff during the onboarding process. Provide accurate, timely, and detailed information to staff and customers.
• Critical Thinking: Review and enter payroll records. Calculate time and leave balances.
• Equity, Inclusion and Diversity: Work with employees from diverse background and experiences. Work with new hires during the onboarding process to ensure they feel welcomed and supported.
• Customer Service: Provide support to new employees through the onboarding process. Provide support to customers regarding related to Human Resources.
• Excel: Update and maintain payroll and budget spreadsheets.
• Data Entry & Processing: Enter compensation and payroll information into the HRIS. Enter new employee information into the HRIS system.
• Attention to Detail: Process large amounts of data entry and complete audits and reconciliations.

NECESSARY SPECIAL REQUIREMENT & CONDITIONS OF EMPLOYMENT: Must submit to and successfully complete a pre-employment background check. Felony convictions or conviction of crimes of moral turpitude or convictions of misdemeanors related to the job duties may disqualify you from consideration for this position. Should your background check reveal any charges and convictions, it is your responsibility to provide Front Range Community College, Office of Human Resources with an official disposition of the charges.