Staff Assistant - Office of Human Resources - Cape Cod Community College
Cape Cod Community College
Location: West Barnstable, Massachusetts
Internal Number: 136571
Location: West Barnstable, MA Category: Staff Positions Posted On: Thu Sep 9 2021 Job Description:
GENERAL STATEMENT OF RESPONSIBILITIES:
Provide excellent customer service to the public, new employees, applicants, faculty, staff, students and others in person, via telephone and email. Maintain strict confidentiality of all information and records. Answer inquiries concerning information about various programs, services, policies, and procedures. Prepare and/or review various personnel documents such as contracts, letters of appointment, tentative assignments, and requests to employ. Enter information into and assist in maintaining data in the HR/CMS payroll/personnel system. Assist with special projects including preparation of reports. Compose letters and other correspondence. Prepare and file Worker's Compensation documentation. Prepare and implement all adjunct faculty materials (request to teach, tentative assignments, contracts, payroll, union obligations).
EXAMPLES OF DUTIES:
Assist with completion of employee evaluation processes, including monitor and track performance evaluation process (all employee classifications).
Prepare Request-to-Teach and tentative assignments and contracts for adjunct faculty.
Coordinate with division deans in the scheduling and tracking of adjunct faculty teaching assignments.
Calculate and assign salary and step increases for all adjunct faculty.
Assist Payroll and HR Assistant as needed on adjunct payroll processing matters.
Support HR in recruitment efforts including: reviewing, editing and posting vacancy notices in recruitment management system (Hirezon/Interview Exchange); distributing postings to various job boards/sites and union contacts; manage posting distribution report; generate reports from and update files in Hirezon/Interview Exchange system; and maintaining and organizing recruitment files.
In collaboration with payroll staff, maintain proficiency in use of all Commonwealth applications and utilities as they relate to payroll systems including but not limited to HR/CMS, Mobius View, Information Warehouse, MassHR/SSTA, and other applications as developed and released by the Commonwealth.
Process and maintain records for Unemployment Compensation and reports same to various external agencies.
Assist with the on-boarding of new part-time employees including ensuring completion of various required forms.
Assist with processing HR and Payroll purchase orders and invoices per Office of Procurement and Accounts Payable requirements; prepare, submit, and track expense reimbursements for new employee relocations and candidate interview travel.
Develop adjunct faculty cost requests and complete Commonwealth/related surveys.
Serve on College committees and complete other duties as assigned.
Ensure all employee time and attendance is entered and approved in MassHR/SSTA each pay period and that the correct time codes are being used.
Respond to requests from related state agencies/organizations (DHE, MCCC, AFSCME and Community College Counsel's Office) for personnel actions such as staffing studies and database analysis, including completion of required forms related to agency, management, and authorized Union requests.
Assist in preparation of reports and compilation of statistical data on various budgetary staffing and collective bargaining matters for DHE, Community College Counsel's Office and various regulatory agencies. Prepare Affirmation Action Profile report, including all full-time and part-time staff, each semester.
Prepare/submit Massachusetts SORI and CORI report requests and other background check requests related to employee hires.
Maintain MCCC/MTA unit professional and non-unit professional sick leave banks.
Process Workers' Compensation documentation including preparation and submission of Notice of Injury Report, meeting with employees to solicit information related to the injury and submitting medical bills/charges and other pertinent information to Worker's Compensation.
Create personnel files for new employees, archive terminated and retired employees files, and maintain other related files.
Issue appointment and reappointment contract letters for all part-time employees.
Assist with special projects as requested, acting as liaison with various departments and outside agencies, duties of which will vary according to needs of the department.
Research and prepare employee buyback records for retirement credit to the State Retirement Board
Gather and track statistical information in order to prepare and submit reports such as seniority reports to the Union and Affirmative Action profile reports.
Serve as back up administrator for the campus building security/access system.
Three years of experience working with the laws, rules, regulations, policies and procedures governing HR/payroll, the College, and the Commonwealth of Massachusetts.
Ability to establish and maintain harmonious professional relationships.
Experience working in a sensitive, confidential environment, maintaining the integrity and confidentiality of Human Resources/payroll and other employee related information.
Ability to work independently and as part of a team on various projects.
Ability to produce accurate, detailed work and analyze complex HR/payroll issues.
Strong computer skills, including competency with Microsoft Office including Word, Outlook, Excel, Access, and other computer systems.
Excellent written and verbal communication skills.
ADDITIONAL PREFERRED QUALIFICATIONS:
Work experience in higher education, ideally in a collective bargaining environment.
Knowledge of Jenzabar or similar application.
Ability to understand, explain, and apply provisions of the laws, rules, regulations, policies, procedures, specifications, standards and guidelines governing assigned unit activities and the State personnel system.
Ability to analyze and determine the applicability of personnel data, draw conclusions, and make appropriate recommendations.
Ability to analyze and determine the applicability of statistical data, draw conclusions, and make appropriate recommendations.
Ability to perform mathematical calculations using formulas to solve problems.
Ability to prepare general and technical reports.
Applicants who do not meet the qualifications as noted above are encouraged to put in writing precisely how their background and experience has prepared them with the equivalent combination of education, training, and experience required for the responsibilities of this position.
COMPENSATION: Annual salary range of $57,000 to $60,000, dependent upon qualifications. Full-time, Non-unit Professional position including participation in a comprehensive employee benefits program.
APPLICATION DEADLINE: September 30, 2021
Please visit our website at www.capecod.edu for information on Cape Cod Community College.
This appointment is subject to the FY2022 budget appropriations.
Appointment subject to SORI (Sex Offender Registry Information), publicly-accessible Massachusetts CORI (Criminal Offender Record Information) and national background checks.
The College does not provide any measure of assistance for applicants who do not have the ability to work in the United States.
Cape Cod Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statues and College policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College's Affirmative Action/Title IX Coordinator, the Massachusetts Commission Against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.
The students' education is the first priority at Cape Cod Community College. As a learning-centered community, we value the contributions of a diverse population, welcome open inquiry, and promote mutual respect. The College offers a strong educational foundation of critical and creative thinking, communication competency, and a global, multicultural perspective that prepares students for life and work in the 21st century. Our liberal arts, sciences, and career programs provide educational pathways that serve the varied social, economic, and demographic characteristics of our community with a distinctive focus on sustainability. We honor our past, celebrate our present and imagine our future.