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Administrative Assistant (Administrative Support Assistant II) (13250)

Company California State University
Location Fresno, CA
Update 7 Day ago

Salary Range: $2,539 - $4,120 per month (anticipated hiring salary: $2,539 per month)

Note: This is a full-time (40 hours per week), probationary, non-exempt position

Organizational Description:

Our mission is to enhance the university community by attracting, retaining, and supporting a quality workforce in its effort to provide an excellent educational program for our students.

HR envisions acting as a:

Strategic partner in aligning with & forwarding the mission, vision & values of Fresno State & Administrative Services
Trusted and valued advisor & consultant to clients through empowerment of HR knowledge & expertise
Change agent for university
Promoter of inclusion & diversity

The university welcomes and embraces a diverse community of students, faculty and staff encompassing an array of human qualities and varying personal and professional experiences. The Human Resources Department promotes Equal Employment Opportunity through its policies, programs, and practices.

California State University, Fresno is committed to maintaining an environment free from discrimination and harassment. To fulfill this commitment, the university will work to prevent discrimination from occurring and will ensure that federal and state laws as well as university regulations prohibiting discrimination are fully enforced.


The incumbent performs a variety of routine to moderately complex clerical support to the Human Resources and Payroll management/staff. The incumbent must be familiar with the basic workflow of the benefits, employment, recruitment, classification, compensation, and Payroll processes, and other HR functions.

The incumbent interacts with a variety to campus and community constituents including: working with students, faculty, and staff to assist them or resolve problems; networking to build campus relationships to coordinate work and projects in an accurate and efficient manner. The incumbent serves as a primary contact and/or resource to the public and university constituents.

The incumbent performs administrative duties in support of work unit operations and coordinates work activities including: setting up and maintaining office procedures related to multiple Human Resources and Payroll functions; developing documents involving the use of software features such as spreadsheets, charts, tables and graphics; performing administrative duties and project work and coordination related to programs, policies, and procedures. ยท

Day to day work is performed independently and under general direction with minimal supervision. Work is supervised in terms of overall accomplishments. Incumbents are expected to set their own priorities. Assignments are varied requiring the use of judgment and discretion in interpreting and applying university, system-wide, and department policies and procedures.

Position Summary:

Program Support (50%)

Coordination of the clerical and administrative support functions for multiple payroll and HR programs
Provide administrative support for Employment Program
Prepare recruitment folders, open job announcements, update eRecruit fields (e.g. add the hiring team)
Prepare vacancy announcement for use by third parties and CSU Careers
Coordinate posting of no cost advertisements (e.g. CSU Careers, EDD, and other websites), and prepare rating sheets for Analyst, Generalist and HR Managers
Send various correspondence to applicants via email
Prepare a variety of transactional letters and coordinate collection of signatures, enclosures, and distribution
Maintain spreadsheets necessary to track pending items, fee waiver participants, and department budget expenditures
Generate routine and custom letters from technical documents
Assist eRecuit kiosk customers as needed
Arrange and coordinate appointments for physical and psychological tests as needed for specialized recruitments
Ensure files are properly labeled, maintained and purged according to CSU system-wide policy
Maintain applicants flow and vacancy list for Athletic Corporation and Coach search onto various spreadsheet
Prepare offer letter for Athletic Corporation new hires
Provide administrative support for the Employee/Dependent Fee Waiver Program
Collect Employee/Dependent Fee Waiver applications
Verify employees Job Data on PeopleSoft
Update spread sheet for the current semester
Prepare and mail related tax notification letters based on established templates
Provide administrative support for the Benefits Program
Assist Benefits office during open enrollment i.e. collecting enrollment forms, check forms if filled out correctly, and make sure documents required are attached if required
Manage Benefit Manager's calendar of appointments (retirement, benefits and leaves)
Contact employees (management, faculty, or staff) to sign original health benefit documents to formalize benefit change
Assist Benefits with their mass mailing by merging employee's data base and letter
Provide administrative support to the Payroll office
Assist Students, Faculty and Staff with inquiry about Payroll and verification etc
Answer FAQ for Payroll Department when needed
Screen incoming customers and direct to Payroll, Benefits or other related offices
Sort incoming contractions and employment transactions from Academic Personnel and distribute to corresponding Pay Tech
Assist employees and students with the distribution of their W2's or requests for duplicate W2
Assist Payroll with unemployment insurance claim (EDD) by verifying employee's job data

Public Contact and General Clerical Duties (45%)

Sort, process and distribute mail to appropriate HR/Payroll staff
Answer primary phone lines and greet walk-in customers in a professional and courteous manner
Daily monitoring of mail box and forward or respond to messages accordingly
Provide first line customer assistance for routine issues and forward more complex customer inquiries to the appropriate party within Human Resources and Payroll
Log receipt of incoming mail and documents and distribute them to the appropriate staff member for review and action
Prepare staff, management, and faculty requests for parking permits by verifying eligibility and preparing the appropriate authorization form
Generate routine and custom letters based on review of technical documents
File a variety of personnel forms and records as needed
Compile students class schedule and prepare students work schedule for the semester
Maintain and compile vacancy announcements
Assist with the process of student new hire paperwork, as needed (I-9, EAR form, Disclosure, etc.)
Stock and maintain HR Jobs Board and display area
Responsible for disposing old and outdated files as needed

Ancillary Duties (5%)

Train Student Assistants in office procedures and clerical support, process documents, and compliance with university policies and procedures
Maintain the confidentiality of all records accessed, reflected in signing the Data Confidentiality Agreement
Provide backup administrative support to the AVP for Human Resources, Benefits Manager, and ER/LR & Compliance managers
Undertake simple event planning involving Human Resources constituencies
Undertake other related duties as assigned

Secondary Duties of the job include:

Regular attendance during specific work hours
Maintain good working relationships with co-workers
Prioritize workload as appropriate and remain flexible in adapting to changing priorities
Provide back-up to other clerical staff within Human Resources