Administrative Assistant III - Human Resources

Job description

Elgin Community College
Elgin, IL
Administrative Assistant III - Human Resources

Elgin Community College serves over 9,000 students at every stage of their educational journeys, including university transfer programs, career and technical education, continuing education classes, and adult basic education. As a community, we pride ourselves on nurturing a welcoming campus where every person—students, staff members, faculty members, and campus visitors—feels valued. The work of each ECC employee is central to the college's mission, and as an employer, the college fosters a positive environment through professional challenges, excellent benefits, and opportunities for recognition and camaraderie.

Provide office support and coordination by performing clerical and administrative duties.

Essential Responsibilities:

1. Perform a variety of administrative and clerical duties to department dean or other department staff, including, but not limited to:

a.) Collect and prepare information for reports, proposals, documents, etc. Receive, sort, file and retrieve documents, exercising discretion when working with confidential information.
b.) Research and process documents to update and maintain files/records.
c.) Establish and maintain filing systems.
d.) Compose, format and type routine correspondence, reports and other documents.
e.) Assist with planning and coordinating Human Resources events (Annual Employee Award Program; Holiday Breakfast, contract training, etc.). Order and track employee years of service awards and retirement awards.
g.) Coordinate calendars, schedules, training, travel arrangements, meetings and special events.
h.) Post information on college intranet and other electronic communication systems.
i.) Enter and retrieve data and information from computer systems and software applications.
j.) Assist with projects that are central to the operation of the department/office.
k.) Order office and program supplies, including arranging for equipment maintenance.
k.) Responsible for departmental accounting, including, but not limited to:
i. Process requisitions for accounts payable.
ii. Initiate budget transfers.
iii. Monitor department budget accounts.
iv. Generate budget reports.
v. Track general ledger accounts.
vi. Address payment inquiries.
vii. May reconcile department purchasing card expenses.

2. Maintain working knowledge of various college departments and provide information to staff, instructors and students as needed.

Other Duties:
1. Orient, train or back up other Administrative Assistants and Student Workers in the department.
2. Perform other job-related duties as assigned which pertain to the job description.
3. Ability to work a flexible schedule which includes days/evenings/weekends as needed by the department.

1. Associate's degree (AA) or equivalent from two-year college or technical school; or equivalent combination of education and/or experience.
2. Three (3) years of job-related experience, in human resources or related field, including technical experience (responsibility for maintaining computer systems).
3. Proficiency in or knowledge of a variety of computer software applications, especially Excel. Microsoft Word and Outlook.
4. Ability to operate most standard office equipment.
5. High level of interpersonal skills to handle sensitive and confidential situations and documentation; ability to maintain a high level of confidentiality.
6. Excellent spelling, grammar, written communication, telephone and oral communication skills.
7. Strong organizational skills with the ability to work under pressure and tight timelines.
8. Superior attention to detail and accurate data entry.
9. Ability to interpret and apply laws; policies; procedures and collective bargaining provisions.
10. Ability to research and troubleshoot issues, to determine or recommend solutions, and to communicate status of issues to internal and external customers.
11. Ability to work a flexible schedule which includes days/evenings/weekends as needed by the department.

Desired Qualifications:
Previous experience using databases, including enterprise-wide databases (e.g. Datatel).

For a detailed job posting and to apply, please visit:

Elgin Community College is an Equal Employment, Equal Access Employer committed to increasing the diversity of our workforce.




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Job No:
Posted: 3/20/2019
Application Due: 5/19/2019
Work Type:
Salary: Commensurate with experience