Clerk IV (HR Assistant)

About UMass Amherst

UMass Amherst, the Commonwealth's flagship campus, is a nationally ranked public research university offering a full range of undergraduate, graduate and professional degrees. The University sits on nearly 1,450-acres in the scenic Pioneer Valley of Western Massachusetts and offers a rich cultural environment in a bucolic setting close to major urban centers. In addition, the University is part of the Five Colleges (including Amherst College, Hampshire College, Mount Holyoke College, and Smith College), which adds to the intellectual energy of the region.

Job Summary

The Libraries' Human Resources Assistant is responsible for supporting activities involved with recruitment, payroll, training, reporting, and student employment. This position liaises with Financial Aid, Student Employment, and the campus payroll office within the Division of Human Resources, as well as internal departments within the Libraries. In addition, the HR Assistant serves as backup to the Libraries' business office.

Essential Functions

• Maintains the Libraries' student workforce of approximately 150 student employees. Receives student requisitions from the Libraries' supervisors. Secures approval for filing positions and advertises vacancies as appropriate. Refers student applicants to supervisors for interview and selection. Completes required forms and/or enters data in the University's HR system to complete hiring process. Advertises student positions on the Libraries' website.
• Maintains student employee records in Libraries' database. Queries database and University system as requested to obtain information and reports needed by Library administrators.
• Tests, edits, and maintains user profiles, profile access, and departmental classification in the student timekeeping system.
• Trains the Libraries' staff on student timekeeping system, student hiring procedures and staff time reporting procedures. Creates student supervisor and time reporting resources.
• Consults with Central Administration & Finance, and Information Technology departments to identify and resolve data transfer errors. Reconciles the student timekeeping system with the HR payroll system to ensure timeliness and accuracy. Consults with student supervisors to solve discrepancies.
• Prepares student personnel action forms and other related paperwork to process pay raises, resignations, and other actions to keep student payroll accurate and current. Acts as liaison with Student Employment and Payroll offices for student employment matters. Resolves complex problems concerning student eligibility, encumbrances, and other matters.
• Prepares monthly student budget reports for Library Administration and student supervisors. Monitors expenditures of student funds. Communicates with student supervisors when a work study student switches to non-work study student about funding changes. Processes adjustments to encumbrance amounts as needed.
• Oversees University time/attendance self-entry process for approximately 130 library staff employees. Reviews error messages and solves problems, communicating with the Libraries' staff and supervisors as necessary. Prepares attendance and work schedule correction forms. Reviews output for accuracy and completeness. Makes sure finalized attendance reporting is accurate and complies with deadlines.
• Assists with updating Libraries' monthly organizational charts and employee reporting lines.
• Provides support in the recruitment process by arranging interviews and candidate travel. Maintains accurate records and ensures policy compliance. Provides consistent communication and updates to candidates, interview panel, and the Assistant Director, Human Resources throughout the interview process.
• Processes electronic personnel action forms as needed, consulting employee data, and updating personnel records accordingly.
• Provides backup support to the Libraries' billing activities.
• Performs other related duties as assigned and in support of the mission and goals of the Library and the department and provides backup for bank card purchases and other Library Business Office and Human Resources activities as needed.
• Exercises discretion and professionalism in handling confidential information.
• Participates in the Libraries' assessment program by collecting, maintaining, and recording usage statistics for monthly reports as needed.
• Demonstrates, fosters, and cultivates a positive, proactive internal and external customer service culture. Works collaboratively and effectively to promote teamwork, diversity, equity, and inclusiveness across the Libraries and campus.
• Serves on internal library committees as needed.

Other Functions

• Exercises discretion and professionalism in handling confidential information.
• Participates in the Libraries' assessment program by collecting, maintaining, and recording usage statistics for monthly reports as needed.
• Demonstrates, fosters, and cultivates a positive, proactive internal and external customer service culture. Works collaboratively and effectively to promote teamwork, diversity, equity, and inclusiveness across the Libraries and campus.
• Serves on internal library committees as needed.

Minimum Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• High school diploma.
• Three (3) years of experience in a professional office setting.
• An associate's degree or above may be substituted for two (2) years of experience.
• Excellent organizational and interpersonal skills.
• Familiarity with computerized systems.
• Accuracy in editing and filing. Excellent data entry and typing skills.
• Experience with Microsoft Office Suite products.

Preferred Qualifications (Knowledge, Skills, Abilities, Education, Experience, Certifications, Licensure)

• Familiarity with University timekeeping policies and procedures preferred.
• Familiarity with timekeeping management software such as Kronos and Peoplesoft preferred.
• Familiarity with managing multi-step processes preferred.

Work Schedule

• Works schedule of Monday 8am-4pm, Tuesday-Friday 9am-5pm, coordinating with the other Administrative Services and HR staff to provide office coverage.

Salary Information

Grade 13

Special Instructions to Applicants

Along with the application, please submit a resume. References will be checked at the finalist stage. Please be prepared to provide contact information for three (3) professional references.

UMass Amherst is committed to a policy of equal opportunity without regard to race, color, religion, caste, creed, sex, age, marital status, national origin, disability, political belief or affiliation, pregnancy and pregnancy-related condition(s), veteran status, sexual orientation, gender identity and expression, genetic information, natural and protective hairstyle and any other class of individuals protected from discrimination in employment, admission to and participation in academic programs, activities, and services, and the selection of vendors who provide services or products to the University. To fulfill that policy, UMass Amherst is further committed to a program of affirmative action to eliminate or mitigate artificial barriers and to increase opportunities for the recruitment and advancement of qualified minorities, women, persons with disabilities, and covered veterans. It is the policy of UMass Amherst to comply with the applicable federal and state statutes, rules, and regulations concerning equal opportunity and affirmative action.