Human Resources Assistant

Description

POSITION SUMMARY: Providing general administrative assistance to the Human Resources Team, this position supports the human resources initiatives and programs for the Bank while maintaining personnel files and training records, both manually and on the computerized human resource information system.

KEY RESPONSIBILITIES:

Administrative Support: Assist the HR team with the administrative needs for the Human Resources department to schedule conference rooms; send invitations for meetings and interviews; track attendees at HR programs; prepare internal announcements for the Intranet; coordinate mailings and congratulatory cards; order flowers as requested; compile data and prepare reports; help with the timely delivery of invoices for external partners to the Accounts Payable team; and perform other administrative tasks for the HR office as assigned.   

Record Keeping: Serve as the primary resource for the maintenance of personnel files in physical storage and assist with data entry for the maintenance of electronic employee records in the HRIS. Responsibilities include filing, data entry, data uploads, research requests, records retention, and reporting. Provide certificates of achievement to attendees of internal training and upload copies to the HRIS for training documentation purposes. 

Compliance Training Records: Maintain records for the appropriate assignment of the KSB annual compliance trainings required per banking regulations, labor laws and bank policies for all employees and new hires. Also answer audit and exam requests by providing training records as needed. Research external resources to determine available options for new and enhanced compliance training, as requested.  

LMS Administration: Provide administrative support, data entry and report generation assistance by utilizing the Bank’s Learning Management System (LMS) to assign, track and record all internal and external learning training and professional development activity by KSB employees (i.e., classes, seminars, webinars, banking schools, Learning Management System trainings) to ensure all employee training records are accurate and up to date.  Additionally, 

upload SCORM files for online training and link KSB policies to the appropriate courses, as required. Produce reports generated by the LMS for the purpose of keeping the Bank’s management aware of progress being made in all areas of training and professional development. 

Creation of Learning Materials: With guidance, assist with the creation of training procedure manuals, guides, and course materials related to employee onboarding, skills training, and/or development programs. 

Interview, Employee Orientation, and Onboarding Support: Support the applicant and new employee experience by helping with the orientation and onboarding process to prepare information, gather supplies and gifts, coordinate food, assist with scheduling, and other administrative tasks. 

Internship Program Support: Support the student intern program by proving administrative assistance for scheduling, communications, and program coordination needs aimed to provide a rewarding and memorable experience for the student interns. 

Community/Public Relations: Actively participate in community organizations and events. Represent the Bank in the community.

 

OTHER DUTIES:

•  Demonstrate reliable attendance and punctuality. 
•  Attend and participate in Bank meetings. 
•  Attend internal and external training to improve skills and knowledge relevant to the role of the HR Assistant at KSB. 
•  Perform other duties as required. 

POSITIONS REPORTING TO THIS POSITION:

•  None

Requirements

EDUCATION/EXPERIENCE REQUIRED:

•  Bachelor’s Degree preferred or equivalent experience and related education.
•  2 to 5 years’ direct experience as an administrative assistant providing support to a team, or equivalent experience

REQUIRED SKILLS/ABILITIES:

•  Excellent verbal and written communication skills
•  Extremely proficient with Microsoft Office Suite and related program software
•  Accurate data entry skills and quality focus
•  Experience with HRIS and LMS platform is preferred
•  Proficient in or the ability to become proficient in Articulate 360 (e-learning development tool)
•  Experience in supporting a team 

OTHER REQUIREMENTS:

•  Must possess a valid driver’s license, the use of a serviceable automobile that is properly registered and proper liability automobile insurance as required by state law.
•  Must be able to manage all logistics necessary to ensure meetings and training sessions are supported.
•  Must have a high degree of ethics and maintain confidentiality of employees, customers, and accounts.
•  Must have the ability to multi-task and pivot quickly in a fast-paced environment while maintaining composure and focus.
•  Must be able to work collaboratively with the team and with managers.
•  Must be able to spend extended periods of time operating a computer keyboard and working at a computer monitor.
•  Must be able to communicate effectively in person, in writing and via electronic channels 
•  Must be able to prioritize and organize workflow; must have good attention to detail; must be able to handle multiple jobs.
•  Must have the ability to think through a problem, following proper steps in finding resolution.
•  Must be friendly, courteous, and sensitive to the needs of customers and coworkers.