Human Resources Assistant

Main Campus (Gainesville, FL)
Feb 18, 2021
Employment Type
Full Time
Institution Type
Four-Year Institution

Job no: 515811
Work type: Staff Full-Time
Location: Main Campus (Gainesville, FL)
Categories: Human Resources

Classification Title:

Human Resource Assistant

Job Description:

Responsible for performing payroll functions for unit

  • Responsible for processing personnel transactions and related functions for all staff including full-time, student employees, graduate assistant appointments, OPS employees, and Leisure Course instructors; transactions include but are not limited to hiring, separations, and pay rate changes
  • Responsible for processing time and labor and payroll transactions; ensure accurate reporting of staff time each pay period which includes but is not limited to: time worked, leave, holiday’s, and appropriate shift differential is applied
  • Perform bulk upload process for student employee payroll, ensuring all time is reported accurately, verified and reconciled in PeopleSoft; make adjustments as necessary processing retroactive pay requests timely
  • Manage student employee payroll in internal payroll software program (myReitz) ensuring all employees payroll information is entered, displayed accurately, access is removed timely, and full-time staff has appropriate access
  • Responsible for entering distributions for all newly hired employees
  • Review departmental paylists bi-weekly ensuring appropriate payroll is calculated, recorded, and disbursed accurately for all employees; perform adjustments as required
  • Coordinate with Human Resources to provide appropriate documentation for various forms of leave (e.g. Family and Medical Leave Act (FMLA), extended leave, family leave, medical leave)
  • Collaborate with the University Human Resource Services office, Student Employment office, Payroll office, and other units as required to ensure accurate and timely processing and coordination of personnel and payroll transactions
  • Process various payroll related requests including but not limited to direct deposit authorizations, emergency payroll checks, wage refunds, on-cycle adjustments, and prior 90-day adjustments
  • Coordinate with University Tax Services for employment of Foreign Nationals; ensure compliance with university guidelines
  • Verify student status and eligibility for student employment; perform semesterly checks that all students remain in compliance with their federal work study permits and student status
  • Ensure accurate and timely additional payments as needed (e.g. lump sum payment for Leisure Course instructors)
  • Process distribution for moving reimbursement for newly hired staff
  • Coordinate Graduate Assistant process including but not limited to eligibility, creation of contracts, tuition waiver and stipend processing, and termination
  • Ensure compliance with university policies, procedures, and deadlines

Responsible for performing Human Resource support functions

  • Notify Worker's Compensation of work-related injuries; initiate appropriate action(s) and prepare and process forms and documents as needed; monitor employees' leave balances for proper accountability and in accordance with university and guidelines
  • Receive, reconcile, and maintain leave records for all staff; verify accrual rates and balances; communicate directly with employee(s) to verify information and/or correct discrepancies; interpret leave rules and policies as needed
  • Communicate with staff supervisors to ensure understanding of individual employee leave use
  • Generate and disseminate reports related to human resource functions including but not limited to: payroll/staffing analytics, leave, and special compensation
  • Manage bi-annual OPS verification process
  • Assist with employee benefit related inquiries, enrollment, retirement, and changes coordinating with PeopleFirst and/or UF Human Resources
  • Process all effort reporting and serve as effort certifier for unit
  • Serve as back-up for processing position postings and processing volunteers
  • Create and disseminate departmental communications specific to Human Resource functions as needed
  • Develop and maintain an effective filing system; files should be organized, cross-referenced as needed, and up-to-date

Responsible for general administrative duties

  • Assist in developing and maintaining written internal policies and procedures for various human resource management processes; collaborate with department managers and supervisors as appropriate in policy development
  • Serve as back-up for office management including distributing incoming mail, copiers, conference room reservations and office supplies
  • Attend appropriate training workshops as needed in order to keep current on rules and regulations relating to the essential functions of the job
  • Serve as the back-up for the purchase of nametags and Gator 1 cards for employees as directed
  • Serve as the back-up for the travel process for all staff traveling on behalf of the university including but not limited to processing travel requests, creating travel authorizations, and expense reimbursement • Maintain Notary Public certification and perform notary services as needed

Develop reports, handle special projects and other duties as assigned

Expected Salary:

$21.55/Hr; Commensurate with experience

Minimum Requirements:

High school diploma or equivalent and three years of relevant experience.

Preferred Qualifications:

  • Preferred associate’s degree or some college course work
  • Experience with payroll functions
  • Knowledge and proficiency in PeopleSoft functionality as it relates to UF Human Resource or payroll functions
  • General understanding of Family and Medical Leave Act (FMLA), Worker’s Compensation, and types of leave
  • Proficiency with computers and basic software applications (e.g. Microsoft Excel, Word, PowerPoint, Outlook)
  • Planning and organization
  • Communication skills (verbal and written)
  • Customer service skills
  • Strong interpersonal skills and ability to work in a multi-cultural environment
  • Possess a high-level of accuracy and attention to detail
  • Ability to function effectively in a fast-paced environment with frequent interruptions
  • Ability to handle multiple projects or tasks simultaneously
  • Ability to understand and apply applicable rules, regulations, policies, and procedures; ability to make independent decisions within parameters set

Special Instructions to Applicants:

In order to be considered, you must upload your cover letter, resume, and list of references.

Criminal background check required.

Normal work schedule: Monday - Friday, 8:00AM - 5:00PM with a 1-hour meal break

  • Flexibility to adjust schedule may be required (including occasional evenings and weekends) depending on the demands of position and/or department needs.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

Health Assessment Required:


Advertised: 17 Feb 2021 Eastern Standard Time
Applications close: 02 Mar 2021 Eastern Standard Time

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