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Human Resources Assistant
Job Description
Full job description
Job Summary and Responsibilities/Duties
This position is open until filled. For best consideration, please submit application materials by November 17, 2024.
At Mt. Hood Community College, we hold ourselves accountable to align our systems, policies, practices, and resource allocations to strategically and purposefully advance equity. We recognize the harm done to historically excluded people. We work towards a future where all people across the spectrum of difference thrive at Mt. Hood Community College. We seek to provide every person within our community the tools to be successful. We actively design equitable systems to promote fairness and justice.
Mt. Hood Community College prioritizes equity and acknowledges the importance of the ongoing and intentional work to interrupt oppression and remove barriers that perpetuate inequity. We strive to become an organization that demonstrates equity in concept, practice, and outcomes, where all people are valued and feel a sense of belonging.
About the Department
Mt. Hood Community College’s Human Resources and Payroll team is dedicated to creating a supportive and inclusive environment where every employee can thrive. We provide a full array of Human Resources services and programs including Benefits, Employee and Labor Relations, Organizational Development, Payroll, Recruitment, and Total Compensation. Working as part of the HR and Payroll team provides a unique opportunity to hone your professional skills, join a positive and supportive team, and become a trusted partner in achieving the college’s strategic goals.
About the Position
In this role, you will serve as the front-office customer service representative to the Department of Human Resources and provide inclusive, accessible, and culturally responsive assistance to current and prospective staff and community members. Additionally, you will perform complex administrative support duties for the Associate Vice President of Human Resources. This position plays a key role in supporting the work and operations of the Human Resources Department by assisting in budget preparation and control; participating in strategic discussions regarding collective bargaining; and coordinating a variety of administrative tasks, projects, events, and initiatives.
Application Instructions
The following materials are required in your completed application:
- Resume
- Cover Letter which addresses how you meet the minimum qualifications of this position
- Serves as the front-office customer service representative to the Human Resources Department. Provides a variety of general customer service over the phone, in-person, and via email in a welcoming and inclusive manner. Greets customers, provides specific and general information regarding human resources functional areas, and directs customers to appropriate parties. Responds to requests for information from employees, labor associations, and the public, and investigates and resolves concerns promptly, escalating issues as appropriate.
- Performs a variety of administrative support activities for the AVP of Human Resources. Manages the physical layout of the department, coordinates service maintenance on equipment, troubleshoots minor equipment malfunctions, and coordinates events. Handles a variety of administrative tasks including, but not limited to, arranging meetings, managing calendars, answering phones and email correspondence, purchasing and maintaining supply inventory, maintaining physical and electronic files, making travel arrangements, and other related activities.
- Contributes to and coordinates assigned human resources related projects. Assists with research, documentation, tracking, analysis, recommendations, and other tasks. May provide support and assistance for projects in all divisions of HR.
- Coordinates special events and programs. Gathers necessary event information; orders materials, supplies, and gifts; designs invitations, brochures, and forms; sends out event communications, and performs other related activities.
- Provides administrative support to management’s collective bargaining teams in bargaining, including scheduling meetings and note-taking.
- Monitors the department budgets and processes all related budget paperwork, including annual budget preparation.
- Performs purchasing functions. Researches availability and prices of items, initiates purchase orders, assists in developing bid proposals for larger items, places orders, and processes invoices. Orders office supplies.
- Assists with the design, development, and implementation of process improvements.
- Coordinates staff training, ensuring that course FTE is tracked when possible, and works with training providers to ensure that materials are posted to and available via College systems. Assists in the set-up and implementation of and reporting within training management systems.
- Provides support for general departmental needs such as monitoring and updating organizational charts and departmental website and intranet pages.
Minimum and Desired Qualifications
Minimum Qualifications
Education:
- Associates degree in business administration, office management or related field
- Three (3) years of experience providing complex administrative support to an executive, department, or program
- Intermediate skills in Microsoft Word and basic skills in Excel, Outlook, PowerPoint
- Experience providing customer service with a focus on inclusion and accessibility for a diverse community
- Experience working with and responding to people who may be experiencing crisis or elevated emotions
Preferred Qualifications
- Experience working in Human Resources department
- Experience in project management including, planning, organizing, coordinating and evaluating the progress of projects to their successful completion.
- Experience providing support to management in a union environment including the collective bargaining process
Additional Qualifications and/or Knowledge, Skills and Abilities (KSAs)
Knowledge, Skills and Abilities (KSAs)
- Excellent customer service skills.
- Ability to understand, interpret, and apply policies, rules and regulations
- Knowledge of office practices, procedures, and equipment,
- Knowledge of basic accounting practices to track budget and expenditures
- Excellent verbal, interpersonal, and written communication skills, including editing, proofing, and note-taking skills
- Ability to work independently and work as a member of a team
Working Conditions and Important Information
Job Details
Employee Group: Confidential*
FLSA Status: Non-exempt
Remote Eligibility: This is an on-site position on our Gresham, Oregon Campus. Due to the nature of the position, this position is not eligible for hybrid or remote work.
Working Conditions
Works assigned schedule exhibiting regular and predictable attendance and works outside of typical schedule including evening/weekend hours, as necessary. Work will require travel to off-campus locations.
The Application Process
This recruitment will remain open until filled. For best consideration, please submit application materials by November 17, 2024. The application process will consist of the following:
Employee Group: Confidential*
FLSA Status: Non-exempt
Remote Eligibility: This is an on-site position on our Gresham, Oregon Campus. Due to the nature of the position, this position is not eligible for hybrid or remote work.
- ORS 243.650(6) confidential employee means one who assists and acts in a confidential capacity to a person who formulates, determines and effectuates management policies in the area of collective bargaining.
Working Conditions
Works assigned schedule exhibiting regular and predictable attendance and works outside of typical schedule including evening/weekend hours, as necessary. Work will require travel to off-campus locations.
The Application Process
This recruitment will remain open until filled. For best consideration, please submit application materials by November 17, 2024. The application process will consist of the following:
- Initial review and assessment of candidates
- First interviews (remotely via Zoom)
- Additional interviews (in-person at the Gresham, OR Campus)
- Consideration of top candidates, including reference checks
- Offer Extended
- Background check and other pre-employment requirements
Initial salary placement will be based on years of relevant full-time equivalent experience at the sole discretion of the College, per the guidelines in the applicable Handbook or Collective Bargaining Agreement. Please include all relevant full and part-time experience in your application that you want the College to review towards potential placement. Hired employees will not have an opportunity to update past experience or appeal initial placement after the time of hire.
Important Information
MHCC only accepts applications through our online application system at http://agency.governmentjobs.com/mhcc/default.cfm. For technical assistance, please call 855-524-5627.
Please note: We do not request or read letters of recommendation. Also, it is not necessary to upload a large number of documents with your materials. We are looking for the required documents.
Applicants must meet all of the stated minimum qualifications and additional requirements to be considered for this position. Final candidates will be subject to a criminal background check as part of the employment process.
MHCC is NOT able to support Visa applications for employment at the college. Applicants must already be eligible to work in the United States to be considered.
MHCC provides qualifying veterans and disabled veterans with preference in employment in accordance with ORS 408.225, 408.230, and 408.235; OAR 105-040-0010 and 105-040-0015.
Qualifying veterans and disabled veterans may obtain preference by submitting as verification of eligibility a copy of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) or a letter from the US Dept. of Veteran's Affairs indicating receipt of a non-service connected pension to your application. Disabled Veterans must also submit a copy of their Veteran's disability preference letter from the Dept. of Veteran Affairs, unless the information is included in the DD Form 214 or 215.
If you are seeking this preference, appropriate documentation must be provided at the time of application. You may submit an electronic copy in the document upload area of the application in the section marked "veterans' preference document," or fax to 503-491-7257 or mail to Human Resources, Mt. Hood Community College, Gresham, OR 97030. If you do not have your documentation, you may request it through your Veterans' Administration Office.
Applicants with disabilities may request accommodation to complete the application and interview process. Please notify Human Resources at least three working days prior to the date of need.
Mt. Hood Community College is an Equal Opportunity Employer that actively supports workforce diversity.
Mt. Hood Community College
Confidential Employees Benefit Summary
The following is a brief description of the benefits offered by Mt. Hood Community, this is intended to be a summary only – any errors or omissions are unintentional. Please refer to benefit booklets, plan documents, college policy and regulations for more detailed information.
COLLEGE PAID BENEFITS
Health Benefit Options
MHCC is a member of the Oregon Educators Benefit Board (OEBB) which administers Medical, Dental, Vision, Life Insurance, Accidental Death & Dismemberment (AD&D), Long Term Disability (LTD) and Employee Assistance Plan (EAP). The effective date of employer-provided benefits is the beginning of the month after the employee's date of hire at MHCC, unless otherwise indicated. Available medical, dental and vision plans and rates are included in the tables at the bottom of this document.
Important Retirement Information:
Make sure you are enrolled in the medical, dental and/or vision plans you want when you retire. Retirement is not considered a Qualified Status Change (QSC) so you cannot add or change plans at the time of retirement.
In order to ensure that a spouse/domestic partner and/or eligible dependent can be covered when you retire you will need to enroll them on MHCC's policy at the open enrollment period prior to your retirement date even though they may be covered under another policy. The College pays the employer portion of the premiums during double coverage periods.
Although the College pays the employer portion of premiums during any double coverage period, double coverage is discouraged other than prior to retirement as it incurs additional expenses to the College.
Coverage for domestic partners is a taxable benefit under IRS guidelines. Appropriate taxes will be deducted from your payroll.
Other College Paid Insurances
Employer Paid Tax Sheltered Annuity
MHCC contributes $100.00/month to a tax sheltered annuity (TSA) 403 (b) on behalf of the employee as a benefit. It is up to the employee to establish an account with one of the approved investment/insurance companies listed on the human resources web site at: http://home.mhcc.edu/HR/ee_resources/payroll/tsa_descr.htm
Public Employees Retirement Plan (PERS)
On behalf of the employee, MHCC contributes 6% of their gross salary into an Individual Account Program (IAP) with PERS. At the time of retirement, based on one of the following programs, a monthly pension benefit is calculated. Please refer the Public Employees Retirement System (PERS) website for detailed information on retirement benefits: http://oregon.gov/PERS/
Public Employees Retirement System – Tier One/Tier Two Hired by a PERS employer before August 28, 2003 and have an active account.
Oregon Public Service Retirement Plan - OPSRP Hired on or after August 28, 2003 and do not have active account in the PERS Program.
Tuition Waiver Plan
Full-time employees, their spouses, domestic partners and children through the age of 23 will be entitled to tuition-free enrollment in MHCC courses. Application fee, College Service Fee per term and course fees are the responsibility of the employee.
Employee Assistance Program (EAP)
MHCC's Employee Assistance Program (EAP) is through Reliant Behavioral Health (RBH) which provides services to help people privately resolve problems that may interfere with work, family, and other important areas of life.
The EAP provides FREE (no charge for utilization) and confidential services to employees and their dependents, living at or away from home, and all household members, related or not. MHCC employees, spouses/domestic partner, dependents and their eligible household members have five (5) free EAP services per new issue, including relationship, family, stress, anxiety, and other common challenges.
Use of MHCC Swimming Pool
Full-time employees and dependents have free access to the MHCC swimming pool during open recreation sessions. Swimming classes through the American Red Cross Learn-to-Swim program are not free under the tuition waiver plan or the swim pass. Employees are responsible to pay for the classes.
Professional Development Funds
As approved by the President, professional development funds are available for management employees. Contact the Director of Human Resources for information on accessing these funds.
Vacation
Scheduling and Use of Vacation Leave
Vacation leave is scheduled in advance with the approval of the employee's manager and should be planned cooperatively with the employee. Vacation leave will be scheduled in such a manner as to minimize disruption to the organization. Managers must be reasonable in allowing the use of vacation leave and may not unreasonably deny vacation requests where the result would be the forfeiture of accrued vacation. For purposes of calculation, one normal workday is the equivalent of eight hours of vacation leave for a full-time employee. Holidays falling within a period of vacation leave will not be counted against vacation leave.
Separation from Employment
Upon separation from employment, an employee will be paid for any accumulated vacation leave. The employee is responsible for repayment of any overuse of accrued vacation leave. The ending date of employment cannot be extended by using vacation. Exceptions to this policy must be approved by Human Resources.
Vacation Accruals
Management and confidential employees with a 1.0 FTE assignment accrue 13.333 hours of vacation per month (20 days per year). Management and confidential employees with assignments of less than 1.0 FTE accrue vacation in proportion to their FTE. Management and confidential employees accrue vacation on a monthly basis, beginning the first calendar month of employment. Vacation accrues on the last day of the month and is available for use the first day of the next month. Vacation leave will not accrue to any employee on leave without pay or suspension with duration of more than 30 days.
Maximum Vacation Leave Accrual Balance
An employee's total balance of accrued vacation may not exceed 320 hours. The hours of vacation leave earned each month will be adjusted to ensure that the maximum accrued vacation limit is not exceeded.
Sick Leave
Employees shall have ten (10) days of sick leave placed in their sick leave bank upon beginning employment and shall accrue one (1) day of sick leave per month worked. Yearly accruals will be posted on the first day of each fiscal year. Employees working less than 1.0 FTE in a fiscal year will have sick leave accruals prorated. There will be no limit on the number of days accumulated during an employee's employment. If termination occurs before the end of the fiscal year, sick leave accruals shall also be pro-rated.
Personal Leave Days
Confidential employees receive up to 2 days (16 hrs) of personal leave per fiscal year to be used for personal reasons and are not accumulated or paid out upon separation of employment. For non-exempt positions, personal leave can be used in hourly increments at the employee's discretion with prior approval from their immediate supervisor.
Detailed information regarding all management benefits are available in the Management and Confidential Employee Handbook. (Download PDF reader)
Confidential Employees Benefit Summary
The following is a brief description of the benefits offered by Mt. Hood Community, this is intended to be a summary only – any errors or omissions are unintentional. Please refer to benefit booklets, plan documents, college policy and regulations for more detailed information.
COLLEGE PAID BENEFITS
Health Benefit Options
MHCC is a member of the Oregon Educators Benefit Board (OEBB) which administers Medical, Dental, Vision, Life Insurance, Accidental Death & Dismemberment (AD&D), Long Term Disability (LTD) and Employee Assistance Plan (EAP). The effective date of employer-provided benefits is the beginning of the month after the employee's date of hire at MHCC, unless otherwise indicated. Available medical, dental and vision plans and rates are included in the tables at the bottom of this document.
Important Retirement Information:
Make sure you are enrolled in the medical, dental and/or vision plans you want when you retire. Retirement is not considered a Qualified Status Change (QSC) so you cannot add or change plans at the time of retirement.
In order to ensure that a spouse/domestic partner and/or eligible dependent can be covered when you retire you will need to enroll them on MHCC's policy at the open enrollment period prior to your retirement date even though they may be covered under another policy. The College pays the employer portion of the premiums during double coverage periods.
Although the College pays the employer portion of premiums during any double coverage period, double coverage is discouraged other than prior to retirement as it incurs additional expenses to the College.
Coverage for domestic partners is a taxable benefit under IRS guidelines. Appropriate taxes will be deducted from your payroll.
Other College Paid Insurances
- Life Insurance Coverage = $50,000
- Accidental Death & Dismemberment (AD&D) Coverage = $50,000
- Long Term Disability (LTD) Approved benefit claims begins after 90-day elimination period. Maximum benefit is 66 2/3 of monthly salary; benefit may be adjusted based on other income received by retirement benefits.
Employer Paid Tax Sheltered Annuity
MHCC contributes $100.00/month to a tax sheltered annuity (TSA) 403 (b) on behalf of the employee as a benefit. It is up to the employee to establish an account with one of the approved investment/insurance companies listed on the human resources web site at: http://home.mhcc.edu/HR/ee_resources/payroll/tsa_descr.htm
Public Employees Retirement Plan (PERS)
On behalf of the employee, MHCC contributes 6% of their gross salary into an Individual Account Program (IAP) with PERS. At the time of retirement, based on one of the following programs, a monthly pension benefit is calculated. Please refer the Public Employees Retirement System (PERS) website for detailed information on retirement benefits: http://oregon.gov/PERS/
Public Employees Retirement System – Tier One/Tier Two Hired by a PERS employer before August 28, 2003 and have an active account.
Oregon Public Service Retirement Plan - OPSRP Hired on or after August 28, 2003 and do not have active account in the PERS Program.
Tuition Waiver Plan
Full-time employees, their spouses, domestic partners and children through the age of 23 will be entitled to tuition-free enrollment in MHCC courses. Application fee, College Service Fee per term and course fees are the responsibility of the employee.
Employee Assistance Program (EAP)
MHCC's Employee Assistance Program (EAP) is through Reliant Behavioral Health (RBH) which provides services to help people privately resolve problems that may interfere with work, family, and other important areas of life.
The EAP provides FREE (no charge for utilization) and confidential services to employees and their dependents, living at or away from home, and all household members, related or not. MHCC employees, spouses/domestic partner, dependents and their eligible household members have five (5) free EAP services per new issue, including relationship, family, stress, anxiety, and other common challenges.
Use of MHCC Swimming Pool
Full-time employees and dependents have free access to the MHCC swimming pool during open recreation sessions. Swimming classes through the American Red Cross Learn-to-Swim program are not free under the tuition waiver plan or the swim pass. Employees are responsible to pay for the classes.
Professional Development Funds
As approved by the President, professional development funds are available for management employees. Contact the Director of Human Resources for information on accessing these funds.
Vacation
Scheduling and Use of Vacation Leave
Vacation leave is scheduled in advance with the approval of the employee's manager and should be planned cooperatively with the employee. Vacation leave will be scheduled in such a manner as to minimize disruption to the organization. Managers must be reasonable in allowing the use of vacation leave and may not unreasonably deny vacation requests where the result would be the forfeiture of accrued vacation. For purposes of calculation, one normal workday is the equivalent of eight hours of vacation leave for a full-time employee. Holidays falling within a period of vacation leave will not be counted against vacation leave.
Separation from Employment
Upon separation from employment, an employee will be paid for any accumulated vacation leave. The employee is responsible for repayment of any overuse of accrued vacation leave. The ending date of employment cannot be extended by using vacation. Exceptions to this policy must be approved by Human Resources.
Vacation Accruals
Management and confidential employees with a 1.0 FTE assignment accrue 13.333 hours of vacation per month (20 days per year). Management and confidential employees with assignments of less than 1.0 FTE accrue vacation in proportion to their FTE. Management and confidential employees accrue vacation on a monthly basis, beginning the first calendar month of employment. Vacation accrues on the last day of the month and is available for use the first day of the next month. Vacation leave will not accrue to any employee on leave without pay or suspension with duration of more than 30 days.
Maximum Vacation Leave Accrual Balance
An employee's total balance of accrued vacation may not exceed 320 hours. The hours of vacation leave earned each month will be adjusted to ensure that the maximum accrued vacation limit is not exceeded.
Sick Leave
Employees shall have ten (10) days of sick leave placed in their sick leave bank upon beginning employment and shall accrue one (1) day of sick leave per month worked. Yearly accruals will be posted on the first day of each fiscal year. Employees working less than 1.0 FTE in a fiscal year will have sick leave accruals prorated. There will be no limit on the number of days accumulated during an employee's employment. If termination occurs before the end of the fiscal year, sick leave accruals shall also be pro-rated.
Personal Leave Days
Confidential employees receive up to 2 days (16 hrs) of personal leave per fiscal year to be used for personal reasons and are not accumulated or paid out upon separation of employment. For non-exempt positions, personal leave can be used in hourly increments at the employee's discretion with prior approval from their immediate supervisor.
Detailed information regarding all management benefits are available in the Management and Confidential Employee Handbook. (Download PDF reader)
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