Human Resources Office Associate

Position Details

Position Information

Position Title : Human Resources Office Associate

FLSA : Non-Exempt

FT / PT : Full Time

Hours Per Week : 37.5

Work Schedule : M-F 8 : 30-5

Grade : 7

Minimum Compensation : $35,690

About Us

Howard Community College (HCC) is an exciting place to work, learn, and grow! We are proud to have received the Great Colleges to Work For honor for 12 consecutive years, 2009-2020.

Howard Community College values diversity among its faculty, staff and student population. We are an innovative institution that is committed to responding to the ever-changing needs and interests of a diverse and dynamic community. No matter where you want to go in your career, you can get there from here!

General Responsibilities

Employee performs front-line receptionist duties for human resources office. Schedules human resources meetings and updates calendar for conference room. Receives and processes tuition forms for employees. Assists with administrative project completion. Work is supervised by the Director, Human Resources. Work is reviewed for accuracy, timeliness and compliance with office procedures and goals. Other clerical duties assigned as time permits.

Work Performed

• Maintains a professional and customer service-oriented atmosphere at front counter.
• Answers telephones and receives visitors; responds to inquiries or directs them to appropriate source for resolution for human resources office.
• Takes messages, transfers calls to voice mail, makes conference calls, and / or delivers them to appropriate person or department.
• Responsible for weekly ordering of office supplies.
• Schedules and coordinates appointments, conferences, and meetings and maintains accuracy using electronic calendar software for director and other managers as requested.
• Maintenance of employee information in Colleague, Site Executive and SmartCatalog (addresses, phone numbers, e-mail, and name changes).
• Accurately files / scans personnel and other human resources files in the absence of the office associate and as needed.
• Distributes tuition forms to employees as requested. Process tuition reimbursement requests each pay period. Maintain accurate tuition reimbursement spreadsheet.
• Receives and processes all tuition forms and supporting documents for reimbursement to employees.
• Request payroll deductions, as necessary for employee tuition balances.
• Receives, sorts, processes and distributes all incoming mail, work requests, and packages.
• Responsible for maintenance of office equipment and places calls for repairs when necessary.
• Process outgoing correspondence for the director.
• Produces correspondence, memos, forms, and other communications using applicable software applications using a microcomputer.
• Operates, maintains and monitors service needs for a variety of office machines, including, facsimile, photocopier, printers, paper shredder, scanner, etc.
• Copies and collates materials.
• Deliver transmittal folders, memos and other items to other departments.
• Register employees for staff development / wellness courses.
• Troubleshoot problems with employee professional development registrations.
• Maintain professional development library, including generate reminder notices for delinquent materials.
• Send and receive faxes, stamp and distribute them to the appropriate departmental employee.
• Process new employees by completing I-9 forms and reviewing other hiring paperwork as required.
• Generate employment verification documentation for F1 students applying for social security numbers.
• Troubleshoot problems with newly hired employees with respect to access to college network.
• Collects, verifies and prepares information for meetings, inquiries, and other projects as requested.
• Provide monthly report to President's office on employee birthdays
• Schedules HR conference room, maintains the usage electronic log and posts the daily schedule.
• Trains and updates staff on reception area responsibilities and procedures.
• Provides Parking & ID Card form for all new position control / budgeted employees for processing by the Welcome Center and Security.
• Assists with departmental maintenance of college catalog.
• Responsible for all bulk mail processing for the office and other clerical assignments as workload permits.
• Maintains voice mail messages for emergency closings, inclement weather, holidays, etc.
• Tracks employee documents (log in and / or sorting) of various employee documents (i.e. salary letters / agreements, employee update forms, performance appraisals, etc.).
• Assist HR Generalist with employee verifications.
• Assist HR Generalist with coding of temporary / adjunct contracts during peak periods.
• Provide assistance with documentation submission for physical exams to Concentra.
• Send out all sympathy cards on behalf of department.
• Ensures the HR conference room is maintained for meetings and setting up and cleaning up for meetings.
• Provide all HR related documents and forms to employees as requested.
• Attend and participate in departmental staff and unit meetings.
• Performs other duties as assigned.

Minimum Education Required

High School or equivalent

Minimum Number of Years Experience Required

Other Knowledge Required

Completion of high school, including course work in secretarial studies and three years experience in clerical services; or approved combination of education and experience required.

Knowledge of most current software used in word processing, electronic calendar and electronic mail; knowledge of Excel.

Ability to operate routine office equipment such as multi-line telephone system, microcomputer, typewriter, copier, fax, and / or other office equipment may be required.

Ability to learn and apply office procedures.

Ability to interact effectively with others to determine needs and resolve conflicts

Ability to maintain strict confidentiality and adhere to the office of human resources code of ethics.

Ability to follow oral and written instructions.

Ability to communicate effectively, both verbally and in writing.

Regular attendance is a requirement of this job.

Performs all duties while considering the impact of any actions on the college's sustainability initiatives in the areas of environmental stewardship, social responsibility, and economic prosperity.

OTHER REQUIREMENTS

Working Conditions

General Office Environment

Supervisory Position?

No

Division

Human Resources - (NEW DIVISION)

Department

Human Resources- (NEW DEPARTMENT)

Posting Detail Information

Posting Number : B537P

Number of Vacancies : 1

Best Consideration Date : 10 / 01 / 2025

Job Open Date : 09 / 17 / 2025

Job Close Date :

Open Until Filled : No

Job Category : Staff

Benefits Summary

Howard Community College offers competitive salaries, excellent medical and dental selections, tuition reimbursement and paid leave programs. As a participating member of the Maryland Retirement and Pension System, HCC offers two retirement options : The Pension, which requires a 7% employee contribution and The ORP, a 403(b) with a 7.25% employer contribution only. Employees in positions that do not require a bachelor's degree must participate in The Pension. Employees that possess a bachelor's degree and hold professional positions that require a bachelor's degree may choose to participate in either The Pension or The ORP.

Applicant Instructions

HCC is interested in all qualified applicants who are eligible to work in the United States. However, HCC will generally not sponsor applicants for work visas. Due to HCC policy, only employees living in states contiguous to Maryland are eligible for work at HCC and include Virginia, West Virginia, Washington DC, Pennsylvania. Candidates must live in the commutable area or willing to relocate at their own expense if offered the position because HCC does not offer relocation benefits.

Please complete the entire HCC Employment Application (Candidates will be evaluated on completing the college's application in full).

Quick Link for Internal Postings

https : / / howardcc.peopleadmin.com / postings / 5222

EEO Statement

Howard Community College (HCC) is an Equal Employment Opportunity & Affirmative Action employer and values diversity within its faculty, staff & student population. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, gender, sexual orientation, gender identity, genetic information, disability or protected veteran status. HCC understands that persons with specific disabilities may need assistance with the job application process and / or with the interview process. For confidential assistance with the job application process, please contact the Office of Human Resources at 443-518-1100.

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