12 days old

Sourcewell: Administrative Specialist IV - Human Resources

Staples, Minnesota 56479
  • Job Code
  • Job Type
  • Job Status
    Full Time



Position Title: Administrative Specialist IV

Immediate Supervisor's Position Title: Manager of Human Resources

FLSA Status: Non-Exempt

Pay Band: Grade 4

Job Summary: This position provides high level technical and confidential administrative support to the Human Resource Department, performs special projects, and assists General Administration with clerical support.

Essential Duties and Responsibilities

1.  Provides confidential administrative support in Human Resources
a. Staffing, Recruiting and Onboarding

  • Assists with the administration of the hiring process by preparing materials, scheduling interviews and filing documents as directed
  • Coordinates scheduling and panelist calendars for on site, off site and WebEx interviews
  • Compiles applicant information and interview questions for search panels
  • Ensures panel members complete the Search Committee Procedures prior to applicant information being released
  • Prepares conference rooms and WebEx meetings during interviews
  • Notifies staff of new hires
  • Sends pertinent information to new employees prior to their start date
  • Coordinates onboarding schedules for the new hire with managers and other departments
  • Processes Motor Vehicle Checks and adds employees to automobile insurance
  • Processes online background checks
  • Orders business cards, name tags and Sourcewell clothing for new hires
  • Prepares employee personnel files
  • Coordinates future organizational meetings with new hires
  • Backs up the Talent Acquisition Specialist with Systems/Policies Orientation and facility tours.

b. Benefits

  • Assists with schedule and coordination of on-site meetings
  • Provides administrative support for the administration of benefits
  • Contacts vendors and assists with the Wellness Fair
  • Assists with Wellness Committee initiatives

c. Training and Staff Development

  • Provides logistics support and scheduling coordination for events, including attendance tracking and head counts
  • Creates and disseminates information on training activities, etc.
  • Assists in the administration of the LMS by auditing content, building course content, and running reports
  • Assists with preparing tools, resources and materials
  • Schedules 1:1 leadership language sessions
  • Schedules and compiles materials for organization-wide trainings
  • Serves as point of contact for speakers, processes W9, contracts, A/V needs, and logistic details

d. General HR

  • Prepares and disseminates organizational communications
  • Assists in data entry and maintenance of employee database
  • Codes invoices for payment
  • Assists with the maintenance and preservation of employee records
  • Files and retrieves corporate documents, records and reports
  • Compiles information and/or completes compliance reporting as directed
  • Maintains HR file system and document upkeep
  • Provides support and coordination for Sunshine Committee activities and events
  • Assists in process improvement, automation initiatives and technology upgrades and implementation
  • Assists the manager with HR projects
  • Compiles and sends a weekly e-communication to all staff

2. Intranet Updates

  • Maintains the organizational calendar on The Well
  • Updates News and Information on a weekly basis
  • Maintains shared documents on The Well

3. Provides back up support to the Executive Assistant as requested

  • Prepares meeting agendas and gathers related informational materials for distribution
  • Attends all Board Meetings, records minutes and transcribes them into official report of minutes for review by the Director of Administration and Executive Director/CEO

4. Provides support to Sourcewell initiatives

  • Assists with the coordination of the annual all-staff retreat
  • Assists with scheduling and coordination of quarterly professional development and staff meetings
  • Assists with the annual employee recognition event
  • Provides clerical support to Human Resources and General Administration
  • Completes Sourcewell required request forms – purchase orders, travel requests, marketing materials requests, etc.
  • Ensures inventory of collateral recruiting pieces are available

5. Other duties such as – photocopying, faxing, filing, printing, mailing, scanning

6. Provides back up support for the front desk

7. Other duties as assigned


Required Qualifications

  1. Associate degree or higher in related field
  2. Three years of professional office experience in a highly confidential environment OR
  3. A combination of related post-secondary and/or professional education/training and demonstrated advanced confidential administrative support equivalent to a total of 5 years
  4. Intermediate to advanced proficiency in MS Office

Preferred Qualifications

  1. Previous confidential administrative experience in human resources, legal, medical, or closely related field
  2. Advanced proficiency in MS Office
  3. Experience with CRM, HRIS or other employee database systems
  4. aPHR or other related professional certification


Posted: 2019-08-07 Expires: 2019-09-06

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Sourcewell: Administrative Specialist IV - Human Resources

Staples, Minnesota 56479

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