Human Resources Assistant

Salary:
$42,000.00 Annually

Job Number: 2025-00442

General Description of the Position

The Human Resources Assistant provides essential administrative, customer service, and compliance support to the Office of Human Resources. This role assists with welcoming visitors and handling telephone inquiries to ensure a professional and supportive office environment. Additionally, the Assistant executes critical onboarding compliance tasks, including processing E-Verify, conducting degree verifications, and managing personnel documentation, while assisting with HR audits and temporary employment requests.

Essential Functions & Required Knowledge, Skills and Abilities

The following are the functions essential to performing this job:

1. Front-Desk Support: Assist with answering incoming telephone calls, greeting visitors, and routing inquiries to the appropriate HR team members.
2. Onboarding Compliance: Assist new hires with completing required onboarding paperwork and employment documents, ensuring a seamless entry experience.
3. Employment Verification: Process E-Verify cases in strict compliance with federal guidelines and coordinate degree/credential verifications according to institutional policies.
4. Records Management: Accurately organize, file, and maintain physical and digital employee personnel files, ensuring strict data integrity and confidentiality.
5. Audit Support: Assist with internal and external HR audits by preparing, retrieving, and organizing requested personnel documentation.
6. Temporary Staffing Coordination: Assist with processing and tracking temporary employee requests and related documentation to meet departmental staffing needs.
7. Operational Support: Support general HR operations and team initiatives by participating in University-sponsored events and stepping in to assist with administrative tasks as needed.

Required Knowledge, Skills, and Abilities
The individual in this job must possess these skills and abilities or be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities:

1. Customer Service: Strong interpersonal skills with a dedicated customer-service orientation and the ability to interact professionally with a diverse population.
2. Organizational Skills: Exceptional attention to detail and accuracy with an established ability to manage multiple tasks and meet deadlines in a fast-paced environment.
3. Compliance Mindset: Ability to learn, interpret, and accurately apply institutional policies, records retention guidelines, and federal/state regulations.
4. Communication: Effective verbal and written communication skills to guide candidates and employees through administrative processes.
5. Discretion: Demonstrated ability to handle highly sensitive and confidential information with absolute discretion.

Qualification Standards

1. Education: High school diploma or GED required; an associate’s degree in business administration, Human Resources, or a related field is preferred.
2. Experience: Minimum of two (2) years of experience in administrative support, customer service, records management, or an HR environment.
3. Technology: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with, or ability to quickly learn, Applicant Tracking Systems (ATS) and HR Information Systems (HRIS).

Preferred Qualifications

1. Experience working within a higher education setting.
2. Prior experience utilizing employment verification systems (such as E-Verify) and navigating basic HR compliance guidelines.

Performance Standards & EEO Statement

Success in this role will be measured by:

1. Accuracy and Timeliness: Consistently executing verification tasks, file maintenance, and temporary requests within established schedules and with high precision.
2. Audit Readiness: Maintaining organized, secure, and compliant personnel records that easily meet audit standards.
3. Proactivity and Initiative: Demonstrating the ability to monitor routine front-desk and system workflows, executing tasks independently without waiting for direct prompting.
4. Collaborative Relationship Building: Fostering positive, professional relationships with team members, hiring managers, and candidates.

EEO Statement

Delaware State University is an Equal Opportunity Employer. The University does not discriminate on the basis of gender, race, religion, age, national origin, color, marital status, sexual orientation, citizenship or disability, veteran or military status, gender identity or genetic information. Auxiliary aids and services are available upon request to individuals with disabilities. The University is committed to the policy of equal employment opportunity in recruitment, hiring, career advancement, and all other employment practices.

Equal opportunity employer/program” and “auxiliary aids and services are available upon request to individuals with disabilities”.