Administrative Assistant II - Human Resources

Salary/Position Classification

• $40,300+ dependent on experience, annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• This position will work onsite the Grand Forks, ND campus.

Purpose of Position

The Administrative Assistant II provides centralized administrative and customer service support for the Office of Human Resources. The position serves as the primary point of contact for visitors, telephone inquiries, and general HR administrative requests while coordinating established processes related to employment eligibility verification, remote hires, HR records, document imaging, employment verification, and employee information changes. The position maintains accurate and confidential personnel records, supports timely completion of HR administrative processes, and provides operational support to HR staff and the University community. This position is part of the team that supports all employees, faculty, staff and students at UND in addition to outside parties who seek information from the office.

Duties & Responsibilities

• HR Administrative and Front Office Support
  • Customer Service/Front Office
    • Serve as the primary point of contact for visitors and callers to Human Resources and provide professional, courteous assistance or direct inquiries to the appropriate staff member.
    • Monitor and respond to the HR general email inbox, routing inquiries and requests to the appropriate HR staff or functional area.
    • Receive, sort, and distribute incoming mail and other HR correspondence.
  • Administrative Processing
    • Provide administrative support to HR staff, including scheduling, calendaring, preparation of routine documents, and other assigned administrative tasks.
    • Process employee name change requests and update applicable records in accordance with established procedures. 
    • Process employment verification requests that cannot be completed through the University’s designated automated verification system, Experian
  • Office Operations
    • Coordinate ordering and distributing of office supplies for Human Resources staff
    • Conduct an annual inventory of tagged office equipment.
    • Monitor inventory as needed
• Employment Eligibility Verification and HR Onboarding Support
  • Monitor new hire and rehire activity and initiate established processes for completion or updating of Form I-9 and employment eligibility verification
  • Review HRIS and electronic personnel records to determine whether an employee has a current Form I-9 on file and identify required updates for rehires.
  • Complete and process Form I-9 documentation and employment eligibility verification through E-Verify in accordance with federal requirements and established University procedures.
  • Obtain and review documentation presented for employment verification and identify missing or inconsistent information requiring correction or additional documentation
  • Complete Form I-9 Supplement B (reverification and rehire) for rehires and other qualifying employment changes in accordance with established procedures.
  • Coordinate required employment eligibility documentation for international employees and provide documentation to Payroll Accounting Specialist
  • Coordinate and complete the remote hire process with employees and departments, including completion of required employment eligibility and onboarding documentation.
  • Communicate with employees regarding E-Verify Tentative Nonconfirmations (mismatches), provide the Further Action Notice and information regarding established steps and deadlines for resolving the case.
  • Conduct routine quality-control reviews of I-9 records to identify missing documentation, errors, or required updates and coordinate corrections in accordance with established procedures.
  • Provide procedural guidance and training to designated University personnel regarding Form I-9 completion, compliance, and E-Verify processes. Serve as a designated administrative resource for questions regarding established I-9, Remote Hire, and E-Verify procedures.
• HR Records Management and Document Imaging of Human Resources Documents
  • Manage, scan and accurately index paper documents and the transfer of electronic documents into Perceptive Content, the University’s electronic personnel records system, in accordance with established procedures and records-management requirements.
  • Review documents for appropriate indexing, completeness, and legibility and correct or route documents when additional information is needed.
  • Retrieve and compile personnel and employment records in response to authorized internal requests, records request, audits, and other University business needs, ensuring records are provided in accordance with applicable procedures and access requirements.
  • Provide backup support for scanning benefit related documents
  • Assist with routine records-management activities and quality control reviews to maintain accurate and accessible HR records.

Required Competencies

• Customer Service: Provides timely, professional, and accurate assistance to employees while maintaining a service-oriented approach.
• Communication: Demonstrates strong written and verbal communication skills
• Attention to Detail: Maintains accuracy when processing forms, reviewing documentation, managing records, and completing compliance-related tasks.
• Confidentiality and Professionalism: Handles sensitive employee information with discretion and maintains appropriate confidentiality standards.
• Organization and Time Management: Effectively prioritizes multiple responsibilities, manages deadlines, and maintains organized records. Ability and willingness to learn new computer software systems.

Minimum Requirements

• High school diploma or GED equivalent 
• 2 years of experience performing administrative or clerical work in a professional office environment
• Customer service experience
• Professional work experience using Microsoft Office applications, including Word, Excel and Outlook.
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Experience working in a human resources setting.
• Experience using PeopleSoft or similar human resources information systems.
• Experience using Perceptive Content or other document imaging and electronic records management systems.
• Experience with North Dakota University System (NDUS) policies, procedures, and administrative processes.
• Experience handling confidential personnel, employment or other sensitive information