Brief Job Description (essential functions of the job):

Under the direction of the Human Resources Manager or delegate provides secretarial, clerical, and administrative support for the department. Performs duties that assist other HR staff members with record-keeping, tracking project deadlines and progress, assembling, distributing, and maintaining highly confidential and sensitive information, responding to inquiries and processing employee transactions, scheduling meetings and conferences, obtaining supplies, and working on special projects. Deals with a diverse group of colleagues, external partners, and visitors. 

Reports to 

Human Resources Manager or designee.

Labor Relations

• Assists with receiving and tracking Union notices and correspondence.
• Assists with maintaining a Labor Relations tracking system for grievances, information requests, etc.
• Schedules Labor-related and other meetings.
• Digitizes confidential bargaining and other notes/documents.
• Assists with research on Labor and other Human Resources issues.

Recruitment, Onboarding & Position Management

• Assists with recruitment, onboarding, and position management activities, including maintaining vacancy database, job postings and advertising, applicant screening and processing, and scheduling onboarding events.
• Assists with processing and tracking of employee actions (new hires, transfers, leaves of absence, terminations, etc.).
• Assists with conducting orientations and exit interviews.
  
  

Payroll

• Collects, sorts, and prepares timesheets for weekly and biweekly payroll processing.
• Sorts weekly and biweekly payroll checks and stubs and prepares for distribution.
• Maintains timesheet template database, generates monthly timesheet printouts, and coordinates distribution to all Library locations.
• Provides general support for weekly and biweekly payroll processing.

Compliance

• Primarily responsible for coordinating, tracking, submitting, and communicating CORI clearance.
• Assists in communicating requirements and tracking compliance with various policies, laws, and collective bargaining agreements (including performance and absence management, etc.).
• Assists in maintaining Human Resources department files in compliance with applicable legal requirements and policies.

General Administrative Duties

• Acts as department’s first point of contact, providing coverage via phone, email, and in person to assist internal and external customers by responding to questions/reports/requests, making referrals as needed, giving directional information, and operating equipment.
• Maintains ordering, receiving, stocking, tracking, and distribution of office supplies.
• Assists with updating and maintaining HR webpages on the staff intranet.
• Assists with scheduling periodic HR staff meetings and attends other meetings, trainings, and seminars.
• Performs other duties and special projects as required.

Education - High school graduate or equivalent.  Additional education is preferred.

Experience - Minimum of one (1) year of work experience in an office setting. Experience in human resources, union-environment, and labor relations is strongly preferred.  

• Familiarity with human resources policies and procedures, laws and regulations (FMLA, ADA, Workers’ Compensation, etc.). Strong knowledge of technology, including but not limited to the internet, office software (e.g., Microsoft Word, Excel, Access, etc.), and HRIS databases and applicant tracking systems (PeopleSoft and iCIMS preferred).
• Demonstrated ability to accept responsibility and meet deadlines in a fast-paced, diverse work environment.
• Ability to work diligently with confidential and sensitive information.
• Ability to communicate effectively, present ideas clearly, and demonstrate excellent interpersonal skills, collaborating with library staff and external partners.
• Exhibits excellent customer service, time and project management, and mathematical and problem-solving skills.
• Identifies, plans, and prioritizes job responsibilities and tasks.
• Demonstrates ability to take direction and initiative.
• Displays appropriate independent decision-making skills, and absolute discretion, and tact when handling confidential information.
• Little or no physical demands are required to perform this job. Employee is required to lift (up to 30 lbs), push, or pull office equipment and supplies in a typical office environment, which may include distracting noise and constant interruptions.
• Ability to exercise good judgment and focus on detail as required by the job.
• CORI - Must successfully clear a Criminal Offenders Record Information check with the City of Boston.

BOSTON RESIDENCY REQUIRED

Terms

Union/Salary Plan/Grade: PL1/ LA1-5

Hours per week:35