Human Resources Administrative Assistant II

University of North Dakota•Grand Forks, ND

1d•Onsite

About The Position

The Administrative Assistant II supports the University of North Dakota Office of Human Resources by providing a welcoming, professional first point of contact for visitors, callers, and people making general HR inquiries. The role provides front-office and administrative support and coordinates HR processes, including employment eligibility verification, remote hires, HR records and document imaging, employment verification, and employee information changes. The position supports faculty, staff, students, and external partners and helps maintain smooth HR operations. This position is based onsite at the Grand Forks, North Dakota campus and is scheduled for 40 hours per week. The annual salary is $40,300 or more, dependent on experience. It is non-exempt and eligible for overtime.

Requirements

High school diploma or GED equivalent.
Two 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.
Demonstrated customer service, communication, attention to detail, confidentiality and professionalism, organization, and time-management competencies.
Ability and willingness to learn new computer software systems.
Hired employees must verify identity and eligibility to work in the United States and complete the required employment eligibility verification form upon hire.
The position does not support visa sponsorship for continued employment.

Nice To Haves

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.

Responsibilities

Serve as the primary point of contact for Human Resources visitors and callers, providing professional assistance or directing inquiries to the appropriate staff member.
Monitor and respond to the HR general email inbox, routing inquiries and requests to appropriate HR staff or functional areas.
Receive, sort, and distribute incoming mail and other HR correspondence.
Provide administrative support, including scheduling, calendaring, preparing routine documents, and completing other assigned administrative tasks.
Process employee name-change requests and update applicable records according to established procedures.
Process employment verification requests that cannot be completed through the University’s automated Experian verification system.
Coordinate ordering and distribution of office supplies, conduct an annual inventory of tagged office equipment, and monitor inventory as needed.
Monitor new-hire and rehire activity and initiate processes for completing or updating Form I-9 and employment eligibility verification.
Review HRIS and electronic personnel records to determine whether employees have a current Form I-9 on file and identify required rehire updates.
Complete and process Form I-9 documentation and employment eligibility verification through E-Verify in accordance with federal requirements and University procedures.
Obtain and review employment-verification documentation and identify missing or inconsistent information requiring correction or additional documentation.
Complete Form I-9 Supplement B for reverification, rehires, and other qualifying employment changes.
Coordinate required employment eligibility documentation for international employees and provide it to the Payroll Accounting Specialist.
Coordinate and complete the remote-hire process with employees and departments, including required employment eligibility and onboarding documentation.
Communicate with employees about E-Verify Tentative Nonconfirmations, provide the Further Action Notice, and explain established resolution steps and deadlines.
Conduct routine I-9 quality-control reviews and coordinate corrections for missing documentation, errors, or required updates.
Provide procedural guidance and training to designated University personnel on Form I-9 completion, compliance, and E-Verify processes; serve as an administrative resource on established I-9, Remote Hire, and E-Verify procedures.
Manage, scan, and accurately index paper and electronic documents in Perceptive Content, the University’s electronic personnel records system, in accordance with procedures and records-management requirements.
Review documents for appropriate indexing, completeness, and legibility, correcting or routing documents when additional information is needed.
Retrieve and compile personnel and employment records for authorized internal requests, records requests, audits, and other University business needs, following applicable procedures and access requirements.
Provide backup support for scanning benefits-related documents.
Assist with routine records-management activities and quality-control reviews to maintain accurate and accessible HR records.