Program Assistant-Confidential

Posting Date: July 1, 2013

There is currently a Program Assistant Confidential vacancy in the Office of Human Resources & Diversity.  The work schedule for this full-time, year-round position is Monday – Friday, 7:45 a.m. – 4:30 p.m. 

The position description is available below.

This position is available for permissive transfer purposes to:

•interested employees in pay range 81–05 or its equivalent or higher, who have different classification titles OR
•employees in this classification or higher currently on probation. 

If you are unsure of your pay schedule/range, please contact Human Resources x-1024.

Interested transfer candidates should submit a resume with three supervisory references to Stephanie Hartmann, HR&D, 800 W. Main St., Hyer 330, Whitewater, WI 53190; email hartmans@uww.edu; or fax 262-472-5668.


Cert #: 4098

Position Summary: This position is located in the University of Wisconsin Whitewater Human Resources and Diversity Office (HR&D) and reports to the UW Human Resources Manager Advanced. This position provides technical and advanced administrative support to the HR&D office. Duties include providing work assignments and oversight to student employees and LTE’s who perform routine clerical/administrative functions in the office and front desk area.

This position is located in the Human Resources and Diversity Office and by its nature and location, the incumbent is privy to confidential records and conversations that directly affect the employer-employee relationship referred to in s.111.81(15) Wis.Stats. and includes management activities and decisions that directly affect classified and unclassified staff. The functions it supports are directly related to management policies, decisions, alternative courses of action, and strategies that affect UWW employees. The incumbent must use discretion and judgment to manage information flow regarding sensitive and confidential matters.

The Human Resources and Diversity Office is committed to service as a model of respect and civility in the workplace. This position will present a positive, courteous, patient and sensitive attitude in all interactions with colleagues at the university and state, as well as with students, visitors, and the general public. This position has access to highly sensitive, confidential information, records and is required to maintain strict confidentiality in the handling of information, records, and other documents

20% A. Plan, Provide, and Coordinate Administrative Assistance to the HR&D office, including maintenance of employee records and computer databases for a variety of human resources-related program areas.
A1. Staff the Human Resources Office's main incoming phone line and assist visitors.
A2. Respond to routine questions from applicants, employees, prospective students and their parents regarding current employment opportunities, application procedures and deadlines, and human resources policies and procedures.
A3. Refer complex questions to other HR&D or campus staff as appropriate.
A4. Maintain professional courteous service and quick response to walk in employees as well as phone contacts.
A5. Provide backup assistance for the HR Manager and HR Assistants including submitting background checks and tracking their progress, copying and sending out applications and general process support.
A6. Document receipt of permanent classified and unclassified employee pay checks and coordinate distribution to ensure accurate and timely delivery.
A7. Assist with the preparation of Change of Status and other letters for the Human Resources Director's or HR Manager’s signature.
A8. Inventory office supplies on a regular basis and place orders as needed or upon special request. Maintain supplies for office equipment, supplies and print material. Follow up on equipment repairs as needed.
A9. Coordinate incoming and outgoing mail processes for the HR&D.
A10.Develop and maintain filing systems, including overseeing archiving of all department records, and organizing the reception area. 
A11.Assist in the preparation of sensitive and confidential correspondence, reports and memorandums for signature of the HR Director and/or HR Manager.
A12.Prepare confidential reports, letters regarding grievance responses, investigative notes and correspondence such as letters of discipline, collective bargaining issues and maintain files on such actions.

20% B. Manage the Criminal Background check processes for all new hires pursuant to   the UW System Board of Regent’s Criminal Background check policies.
B1. Notify potential new employees of background check policy and/or Caregiver Law check to ensure all required information is entered promplty and timely into appropriate system.
B2. Obtain Criminal Background check results and notify department when applicant is cleared for hire.
B3. In a timely matter notify HR Manager of any adverse results and for further review as well as notification to deparment.
B4. Following the Criminal Background Check policies and procedures, keep confidential records of background check results.
B5. Attend meetings and training regarding Criminal Background check policies and procedures. Inform HR staff of changes.
B6. Serve as contact person for any departmental questions or requests for information regarding the Criminal Backgournd check policy. Advise departments of missing or inconsistent application of the policy. Advise departments and others of the process and policies regarding background checks.  
B7. Ensure that proper department funding numbers are obtained for background check billing.

10% C. Management and maintenance of employment related records
C1. Maintain I-9 forms, personnel files, and other records in accordance with federal law and state and campus record retention policies. Dispose of records appropriately in accordance with Record Retention policies.
C2. Document receipt of Family Medical Leave (FMLA) requests, medical slips and bills, and Worker's Compensation reports and determine appropriate distribution and processing.
C3. Coordinate the completion of employment forms (I-9 identity verification, payroll forms and related employment materials) for new employees to meet Immigration and Reform Control Act (IRCA) and payroll deadlines. Follow up on missing materials or information and forward or file forms as appropriate. Notify the Human Resources Manager of situations where I-9 deadlines may not be met or other issues arise.
C4. Process employee address, phone and name changes and notify other campus staff as appropriate.
C5. Forward employee resignations to appropriate HR&D Staff Members. Assist in preparing acknowledgement letters for the Human Resources Director's signature.
C6. Coordinate termed employee file process including the purge of personnel and medical files. Ensure all files are processed and imaged in Image Now.
C7. Prepare reports, memorandums, etc. and maintain files on personnel, bargaining positions, related matters that may pertain to employee-employer relationships, strategic planning and policies that may include alternative courses of action involving personnel, salary determination, performance evaluations, etc. Draft materials and maintain files containing sensitive materials and confidential correspondence.
C8. Use discretion and judgment to handle sensitive and confidential matters, maintain and file correspondence of highly confidential nature (matters related to labor relations, possible legal actions, and other potential job actions and options).
C9. Complete verification of employment by phone, fax or mailed requests for lender inquiries. Maintain one day response for faxed or mailed material.
C10.Other back up duties as assigned.

10% D. Manage the LTE Hiring and Tracking Process 
D1. Review LTE requests for appropriate titling.
D2. Provide guidance to departments regarding the LTE hiring process.
D3. Review and Track LTE hours used and notify department HR and LTE supervisor when hours limit is approaching.
D4. Keep HR Manager apprised of LTE hours and report any hour violations.

10% E. Administration of Tuition Reimbursement Program
E1. Keep up to date on tuition reimbursement provisions and policies regarding the rules, regulations, and limits, allowed our employees under the tuition reimbursement program.
E2. Review requests for tuition reimbursement approval; forward to HR Director for approval; return approved or non-approved document to employee.
E3. Develop and maintain budget tracking for requests received and processed. 
E4. Create yearly summary of tuition reimbursement on campus.

10% F. Maintenance of HR&D Webpage and Provide HRS support
F1. Design, create, program and maintain the HR&D home page.
F2. Maintain knowledge of web page communication, platforms, language and design.
F3. Work with IT staff to maintain page.
F4. Update employment recruitments and develop and maintain all on-line forms, including maintenance of department’s Web page.
F5. Act as member of HRS team; incorporate new functions as instructed.

10% G. Coordinate Image Now Process
G1. Scan and link documents; forward to appropriate queue.
G2. Provide imaging training and assign imaging duties to students.
G3. Provide guidance and training to other departments and campuses on the imaging process and equipment.
G4. Provide technical set-up assistance.

5% H. Monitor Department Budget
H1. Monitor and log procurement card expenses and reconcile monthly statement.
H2. Process charge-backs to other department.
H3. Forward payment requests to Financial Services for department expenses.
H4. Keep HR&D Director abreast of budget balance.

5% I. Miscellaneous duties.
I1.Coordinate the recruitment of student workers and coordinate the workload of student workers. Provide work instruction and oversee tasks for accuracy. Take the lead in establishing administrative support procedures and workflow within the office.
I1. Lead and direct student employees on procedures, deadlines and standards for completing projects.
I2. Provide assistance to the HR Manager and HR Director as needed.
I3. Participate in HR&D campus committees and training programs.
I4. Coordinate assembling of benefit packets and welcome folders as needed.
I5. Recommend changes to office systems, procedures, applications and forms..
I6. Provide back up to other Human Resources staff as needed.
I7. Compile human resources related information and statistical data.
I8. Complete other projects as assigned.
I9. Perform other duties as assigned.

Knowledge, Skills and Abilities:
•Excellent customer service skills, including the ability to determine a customer's specific needs and provide accurate information which fully and thoroughly meets those needs
•Knowledge of human resources policies and procedures relating to State of Wisconsin civil service recruitment and hiring and equal opportunity laws, rules and procedures
•Knowledge of organizational and time management techniques and the ability to handle a variety of tasks with numerous interruptions and strict deadlines
•Knowledge of Federal law regarding the I-9 identity verification process
•Knowledge of the Internet and its uses, including Oracle-based programs
•Knowledge of office management practices and procedures, including filing and record keeping methods
•Knowledge of office equipment use, including printers, fax machines and copiers
•Knowledge of budget software, i.e., WISDM, Peachtree.
•Excellent skill in computer software including Word, Excel and Access
•Ability to communicate effectively, both orally and in writing
•Ability to plan, establish priorities and organize varied and complex work
•Ability to maintain an organized and efficient work area
•Ability to provide work instructions and training
•Ability to handle information and records with discretion and maintain strict confidentiality
•Ability to prioritize and complete projects within timelines

For UW-Whitewater campus safety information, crime statistics, and annual security report, visit: www.uww.edu/StdRsces/focus/report.html

UW-Whitewater conducts criminal background checks as a contingency to employment. UW-Whitewater is an equal opportunity/affirmative action employer. We promote excellence through diversity and encourage all qualified individuals to apply.