HR Shared Services Assistant

Company: LTD Global, LLC
Location: Berkeley
Posted on: February 23, 2021

Job Description:

Position SummaryThis position provides non-exempt, customer service based support for HR Shared Services programs, activities, and processes including but not limited to Recruiting & Hiring, New Hire Onboarding, Affiliate Program, Terminations, Appointment Extensions, Contract Labor, etc. Provides administrative and general support to the HR Shared Services team on a variety of routine activities as well as special projects as assigned. Applies knowledge of the organization's policies and procedures in the delivery of consolidated transactional processes, activities, and services to the community. Uses discretion and sound judgment to execute customer service based procedures and processes while maintaining high integrity of confidential employee information.In addition, may provide HR support on tasks/projects that cross functional boundaries within the HR department. Provides first line support to other HR Assistants, HR Shared Services Specialists, and HR Shared Services Managers as needed on a variety of tasks to ensure that core services are effectively covered. May provide backup support to other HR Assistants to ensure coverage. As a member of the HR Shared Services team, proactively seeks to identify continuous improvement opportunities and partner in delivering recommendations for process and/or technology enhancements for improved customer experience.EssentialDUTIES/RESPONSIBILITIESHR Shared Services Operations/Customer Service:* Effectively execute all duties while balancing the needs of the customer as well as programmatic requirements. Interact with and greet customers in a proactive, friendly, professional, and service based manner. * Answer incoming phone calls and emails and aim for the highest level of customer satisfaction through "first call/contact resolution". Greet drop-in visitors (employees, affiliates, etc.) to the HR Shared Services office and assist with their questions and service needs. Use discretion to triage and/or escalate as needed. * Prepare conference room for new hire orientation sessions (arrange tables/chairs), assemble handout materials and sign-in sheets, and facilitate logistics (greet arrivals, escort to badge office, directions to work location, etc.). * Print, prepare, assemble, and maintain documentation, files, and materials in a timely manner. Distribute to appropriate parties and monitor per established procedures and protocols. * Serve as customer facing POC (point of contact) for a variety of centralized and standardized customer services. Perform required physical examinations of documentation presented by individuals, including but not limited to documentation presented to establish identity and employment authorization. * Effectively utilize a variety of documented procedures and technology tools to manage the administrative processing and execution of assigned HR process activities and transactions. * Collaborate with fellow HR Shared Services colleagues and partner with stakeholder groups/functions for the effective delivery of customer services (e.g. Protective services/Badge Office, Payroll, Benefits, HRIS, etc.). Proactively establish cohesive and collaborative working relationships with HR colleagues in the Field HR Teams. * Provide information, instructions, and guidance to customers and stakeholder partners as needed regarding processes, technology support, methods, policies and procedures. * Prepare and process service requests for employee actions as needed in a timely manner, ensure data integrity, and follow up as necessary to assure completion of actions. * Serve as point of contact (by email and phone as well as scheduled and ad hoc drop-in visits) for candidates, employees, affiliates, hiring managers, HR Field and HR Core staff and external parties to provide information and assistance regarding HR Shared Services processes, procedures, and service offerings. * Effectively execute various other tasks as assigned in support of above-noted processes. General HR Shared Services Support Functions:* Compose routine to moderate correspondence and spreadsheets/reports as needed. * Serve on HR working teams, projects or committees as needed. * Provide administrative support to HR Shared Services team as appropriate with a variety of administrative tasks and assignments (e.g. schedule, plan, and coordinate team meetings, activities, and events; processing purchase requisitions; order office supplies; facilities work requests; maintain office equipment; etc.). Continuous Improvement/Data Integrity and Quality:* Review, research, facilitate, or resolve pending administrative items. Collaborate with HR Shared Services colleagues to modify procedures and/or administrative processes and documents to meet new, existing, and/or evolving operational workflow needs. * Audit and maintain data entry for all activities and processes ensuring the highest level of data quality, integrity and accuracy. Using HR technology applications, run regular and ad hoc reports as determined or needed. * Within the scope of the position, identify issues and provide solutions to basic and semi-routine administrative problems. May work on project teams to improve processes. * With minimal limited direction, serve as a subject-matter resource regarding processes, procedures, and protocols for the HR Shared Services team. EssentialPOSITION QUALIFICATIONS* Experience (minimum of 1 - 2 years) providing a broad range of customer focused administrative services. * Ability to engage and interact with customers in an outgoing, proactive, friendly, cordial, professional, and respectful manner at all times. Ability to interact patiently and diplomatically with people from a variety of cultures and backgrounds, or for who English is not their first language. * Demonstrated experience in performing duties within a highly detail-oriented position, with ability to prioritize and handle multiple projects in a proactive manner. * Excellent customer service skills with focus on high customer satisfaction through first call resolution, response and escalation protocols, professionalism, service quality and integrity. * Excellent communication skills with the ability to produce high quality work (documents, reports, correspondence) that is concise, logical and grammatically correct. Experience reviewing the work of self to ensure quality and accuracy. * Experience interacting effectively and diplomatically with others and establishing and maintaining cooperative working relationships within a diverse environment. * Ability to use excellent judgment and exercise discretion in carrying out duties related to confidential matters. * Ability to work with minimal limited direction on assigned projects and assignments. Ability to independently set and change priorities for effectively managing workload. * Excellent organizational skills with ability to establish effective task tracking systems. * Ability to provide technical support, instruction, and guidance on a variety of administrative procedures to a broad range of audiences. * Fundamental computer skills using a variety of technology tools and applications (e.g. HR Information System, Applicant Tracking System, case management system, Google Apps, Word, Excel, PowerPoint, electronic mail and calendar systems, and ability to do research using the World Wide Web). * Ability to work core business hours and occasional overtime as needed. Marginal* Experience operating in a fast-paced environment within a centralized and/or shared services delivery organization and serving as a primary point of contact. * Demonstrated knowledge and understanding of applicable federal and state regulations (e.g. I-9 Employment Eligibility, visa processing and requirements, employment of minors, etc.) and the ability to interpret and apply them under limited direction and supervision. * Knowledge of Smart Sheets, Microsoft Access, Visio, and Project. Powered by JazzHRjYQfZom2EB

Keywords: LTD Global, LLC, Berkeley , HR Shared Services Assistant, Human Resources , Berkeley, California