HR Assistant 2-3 CX

Job Summary

Involves recommending, developing, implementing, administering, coordinating, and/or evaluating Human Resources policies, labor contracts, statutes, programs and procedures covering several of the following: recruitment, compensation, employee relations, labor relations, payroll, benefits, welfare programs, training and development, visa procurement, inter-location transfers, performance management, HRIS records administration and management, and employee services.

Job Title	HR Assistant 2 CX	HR Assistant 3 CX
Job Code	5392	5393
Bargaining Unit	CX	CX
FLSA	Non-Exempt	Non-Exempt
Generic Scope	Applies skills and job knowledge in area of specialization; may adapt procedures, operations, techniques, tools, materials, and / or equipment to meet needs of area of specialization; may work on non-routine tasks; resolves issues / makes working decisions within area of specialization or responsibility with minimal supervision.	Regularly works on tasks that are varied and complex. Applies full range of specialized skills and job knowledge; frequently adapts procedures, techniques, tools, materials, and / or equipment to meet specialized needs; may serve as lead; performs broad and / or focused assignments under general supervision; originality and ingenuity are often required to help.
Custom Scope	Under general supervision, provides the full range of HR support within a department. Enters data and processes the full range of employee actions, from recruitment to termination. Independently provides employees with readily available information regarding healthcare benefits, vacation and sick leave accruals, and other benefits, and employee resources. Receives detailed instructions for new tasks and assignments. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.	Assists HR professionals with advanced HR processes and procedures, such as coordinating workers’ compensation, FMLA, disability and other leaves of absences, administering lifecycle personnel actions such as probationary evaluations, new employee benefits enrollments, and other actions. Resolves HR processing issues. Maintains and recommends improvements to internal employee recordkeeping systems. Independently advises employees on standard HR practices and procedures. Receives guidance on new complex assignments without readily available guidelines. May provide leadership to other HR Assistants. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.
Key Resp 01	Maintains department personnel files and recordkeeping systems, adding new documents and purging material consistent with department and organization guidelines.	Responsible for department personnel files, ensuring that all appropriate documents are included (e.g., current performance evaluations) and ensuring that inappropriate documents are not filed.
Key Resp 02	May create drafts of job descriptions based upon information provided.	Assists HR professional in preparing job requisitions, preparing outreach materials, scheduling interviews, and other recruitment activities.
Key Resp 03	Assists in providing orientation to new employees.	Under guidance of HR professional, prepares offer letters.
Key Resp 04	Enters employee information into HRMS for new hires, change of status, terminations, et cetera, ensuring that the data is correct and consistent.	Coordinates and tracks the calendar of annual personnel actions, such as probationary evaluations, limited term positions, etc.
Key Resp 05	Processes standard payroll transactions; checks on status of payroll issues; processes actions to resolve discrepancies.	May process payroll for a wide variety of payroll actions, including contracts & grants, shift differential, and overtime.
Key Resp 06	May review payroll ledgers for accuracy, and / or serve as backup payroll preparer.	May collaborate with the Payroll Office to resolve complex department payroll issues.
Key Resp 07	Provides information to employees on health and welfare benefits available, including various plans.	May maintain records for equal employment opportunity and affirmative action reporting requirements.
Key Resp 08	Gives instructions to employees on how to enroll and / or change benefits.	Provides employees information about the full range of benefits available through UC, including retirement eligibility.
Key Resp 09	Explains events that allow for benefits changes during the year.	Provides employees with standard information regarding department and organization HR practices and procedures.
Key Resp 10	Handles sensitive and confidential information regarding bargaining unit issues.	Manages sensitive and confidential information regarding bargaining unit issues.
Key Resp 11		Runs reports on department staff for department managers and supervisors.
Special Condition	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercise the utmost discretion in managing sensitive information learned in the course of performing their duties. Sensitive information includes but is not limited to employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and actively takes steps to limit access to sensitive information to individuals who have legitimate business need to know. Ensure that sensitive information is properly safeguarded. Follow all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper usage of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.
KSA 01	Knowledge of HR processes for data entry into HRMS.	Advanced knowledge of HR processes for data entry into HRMS.
KSA 02	Knowledge of processes and procedures for maintenance of personnel files.	Advanced knowledge of HR processes and procedures for maintenance and purging of personnel files.
KSA 03	Basic knowledge of UC healthcare benefits.	Knowledge of UC benefits eligibility requirements.
KSA 04	Knowledge of department processes and procedures.	Knowledge of organization and department job posting procedures.
KSA 05	Skill in managing sensitive and confidential information regarding bargaining unit issues.	Skill in managing sensitive and confidential information regarding bargaining unit issues.
KSA 06	Attention to detail and accuracy.	Attention to detail and accuracy.
KSA 07		Knowledge of EEO and affirmative action reporting requirements.
Environment	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.