Human Resources Assistant (Information Systems)

One year of general administrative experience with at least six months specialized experience in the area of human resources or similar field. Knowledge of basic principles, procedures, concepts, standards, and regulations related to personnel operations. Skill in the use of Microsoft Office Programs (e.g., Word, Excel, PowerPoint, Outlook) Skill in operating a personal computer with high degree of accuracy. Skill in providing excellent customer service. Skill in routine fact-finding and analyzing data.

Ability to file and maintain records in accordance with standard office and record management procedures. Ability to maintain, retrieve, compile and organize data for reports. Ability to learn new systems and processes quickly. Ability to communicate effectively both orally and in writing.

Duties may include, but are not limited to: Supports Human Resources team by maintaining accuracy and efficiency in managing and processing large volumes of sensitive employee information. Utilizes advanced organizational skills to prioritize and complete miscellaneous administrative tasks, ensuring compliance with HR policies and deadlines.

Maintains centralized Official Personnel Files for the region, ensuring record integrity by consolidating previous federal employment files, merging and organizing data, and documenting all new personnel actions. Reviews documents for required information, e.g. proper signatures, time periods, required elements and justification or remarks. Refers questionable items and discrepancies to responsible personnel assistant or manager for correction.

Uses automated personnel system and Microsoft Office products to input, organize, and maintain data for purpose of easy retrieval or extracting reports and metrics. Inspects and tracks Personnel Action Reports to identify and resolve errors, such as duplicate actions and incorrect SAP-generated employee data, requesting missing documentation for personnel files Distributes copies of personnel actions to payroll for processing, and to employees for their personal records.

Sustains multiple databases and spreadsheet trackers, compiling information and reviewing data for potential errors or deficiencies. Processes annual performance appraisals and tracks employee incentive awards, communicating directly with supervisors and managers to maintain compliance with program guidelines. Collaborates with program analyst to ensure all recorded data is complete, accurate, and ready for timely distribution to program managers, administrative personnel, and training and performance specialists.

Greets visitors, ascertains nature of business, and directs them to appropriate personnel, exercising tact, good manners and courtesy when assisting visitors. Monitors the personnel group email folder, assisting potential applicants with information about job openings, procedures for applying, and general questions regarding employment Analyzes service date discrepancies, evaluating personnel files and calculating service dates for employees with prior federal service to ensure accuracy in pay and benefit accruals.

Manages length-of-service awards program, ordering and distributing award certificates, pins, and time-off awards. Runs mass pay change reports from the automated and creates spreadsheet for evaluating financial impact on program budgets. Assists HR Management Analyst in processing Appropriated Fund (APF) personnel transactions in the manpower and APF automated personnel systems. Performs other related duties as assigned.