Administrative Assistant I - Human Resources

Position summary:

The Administrative Assistant is responsible for performing a variety of administrative tasks to ensure the smooth and efficient operation of the Human Resources office including excellent customer service to students, staff, and faculty, and maintaining confidentiality in all aspects of their role. This role ensures continuous front-office coverage by remaining at assigned workstation and promptly assisting students, employees, and visitors during business hours.

Position responsibilities:

• Submits purchase requisitions, mileage reimbursements and per diem requests accurately into online system
• Assists with travel arrangement for the HR Office
• Maintains inventory of supplies and places orders as required
• Scanning and shredding documents
• Complete verifications of employment
• Assist with I-9 Verifications
• Excellent time management skills, attention to detail, and accuracy are essential
• Assistance with onboarding new employees
• Answering questions about benefits, employment, leave, and other HR responsibilities
• Records retention and destruction of office documents
• Prepare and manage correspondence, reports, and documents as required
• Coordinate and manage office supplies and resources
• Greet and assist students, faculty, and staff
• Respond to inquiries via phone, email, and in-person, providing accurate information or directing them to the appropriate resources
• Handle sensitive and confidential information with discretion
• Communicate effectively with all college departments
• Other duties as assigned

Minimum Position Requirements:

• Excellent organizational and time-management skills
• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with scheduling software
• Ability to work independently and as part of a team
• High level of accuracy and attention to detail
• Strong interpersonal skills and the ability to interact with a diverse population
• Ability to maintain strict confidentiality in accordance to College Policy and FERPA, ADA, and other state or federal regulations
• Ability to handle multiple tasks simultaneously and prioritize effectively
• Sensitivity to the needs and concerns of employees

Supervisory Responsibilities:

• 0 Full-Time Direct Reports 0 Part-Time Direct Reports

Physical Demands and Work Environment:

• Work is normally performed in a typical interior/office and classroom environment.
• No or very limited physical effort required; however, the employee must occasionally lift and/or move up to 30 pounds.
• No or very limited exposure to physical risk.

Safety:

• Provide resources for safe operation of units. Create and support workplace safety.
  
  

Benefits and Perks

• 36-hour work week for a healthy work life balance as well generous paid leave time.
• Health, life, and income protection insurance are provided.
• An excellent retirement program through the Teacher Retirement System.
• Full Time employees have free use of the college’s recreational/fitness facilities.
• Full Time employees are eligible for the Public Student Loan Forgiveness (PLSF) after 10 years of service.
• Tuition scholarships are for the employee and dependents.
• Compensation for this 12-month position is 31,378.

Kilgore College does not participate in the federal Social Security program.

All full-time positions are located in Kilgore, TX. No fully work from home positions are available at this time. All employees must be available to physically present to work on the Kilgore, TX or Longview, TX Campus. Some Part-Time and Adjunct positions may be offsite but the candidate MUST live in the State of Texas.

Kilgore College is a two-year, comprehensive public community college with a campus in Kilgore and an extension center in Longview, Texas. With approximately 7,000 students, Kilgore College is a student-centered institution characterized by excellence in teaching and quality learning opportunities. Kilgore College is focused on continually improving their students’ holistic experience leading them to success in life while improving access to higher education and partnering with those who advance the vision of a stronger community culturally, socially and economically.

Vision Statement: We commit to be the higher education institution of choice in Northeast Texas.

Positions will remain open until filled. Some Adjunct and Part-Time teaching positions may remain open perpetually as the need for part time instructors fluctuates with student enrollment. Teaching positions will be required to submit official transcripts upon an offer of employment. An offer of employment will be contingent upon passing a background check. Federal law prohibits the employment of unauthorized aliens. All persons hired must submit satisfactory proof of employment authorization and identity within three (3) days of being hired. Failure to submit proof within the required time shall result in immediate employment termination. All position appointments are subject to approval by the college's Board of Trustees.

This description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. Kilgore College reserves the right to add, change, amend, or delete portions of this job description at any time, with or with notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by Kilgore College at its discretion to enable individuals with disabilities to perform the essential functions.

Kilgore College is an equal opportunity institution and does not discriminate on the basis of sex, race, color, religion, age, national origin, disability in violation of Section 504 of the Rehabilitation Act or 34 C.F.R. Part 104, veteran’s status or genetic information in its educational programs, employment policies or activities.

All positions are considered security-sensitive and subject to a background check pre-employment.