Extension Human Resources Assistant, St. Paul Campus

Extension Human Resources Assistant

Working Title: Extension Human Resources Assistant

Classification: Prin Ofc & Admin Specialist, Job Code 1826, AFSCME Represented

Appointment: Part-Time, 80% Time (32 Hours/Week)

Reports To: Extension Human Resources Consultant

Location: Coffey Hall, St. Paul Campus

Work Hours: 7:30am-4pm/8am-4:30pm, 4 Days Per Week, Must Work Fridays, Or Monday-Friday Working Reduced Hours To Total 32 Hours/Week

Pay Range: $21-$24 An Hour; Depending On Education/Qualifications/Experience

Apply By: September 25, 2025

About the Position

Due to a retirement, Extension Human Resources is looking to add an HR team member! This position will provide administrative support to the Learning and Development Consultant, will support HR hiring processes and functions, and will be the first point of contact for visitors as well as supporting the office in general tasks. We are a strong team of dedicated professionals who work with and support employees on campus as well as across the state of Minnesota who are working within our counties and communities. This 80% position will work four or five days per week almost exclusively in the office on the St. Paul campus. There is some flexibility on what day will be off if working four days, but this position must work on Fridays; there is opportunity for limited/occasional remote work after initial onboarding is completed.

Work Environment

Work is typically performed in an office environment, involving prolonged sitting, standing, walking, bending or twisting and using a computer. Some repetitive motions (typing or data entry) will occur but will be frequently interspersed with other activities. Physical activity is light and intermittent such as walking through the facility or carrying files or materials. Some lifting of up to 30 pounds may be required. This position requires a high level of attention to detail and deadlines.

Job Responsibilities

Hiring and Systems Support (40%)

• Process background checks (safety of minors, driving responsibilities, etc) and communicate completion to designated people
• Process I-9's (in-person and remote) following federal and University requirements
• Access the recruiting system to update dispositions, make posting edits, upload documents to folder, serve as a backup to recruiter
• Provide general administrative search support or related duties
• Data entry into PeopleSoft (create ID's, enter/update addresses, contract renewals, etc)
• Enter, update, and end temp/casual, student, and seasonal jobs in PeopleSoft and other PeopleSoft or related systems tasks and actions
• May serve as backup for posting jobs for students and other positions
• Pull and review abstract reports, other payroll reports and HR system reports to check for accuracy and refer to specialists to resolve
• Other duties as assigned

General HR Administrative Support (35%)

• Greet, assist, and answer questions and inquiries of visitors and meeting attendees for HR department in a professional manner
• Utilize Perceptive Content (PC) for employee files (filing, creating/editing files, retrieving files for HR team members, and related); file and organize documents in PC and retrieve files and information.
• Draft, revise, and finalize various forms of written communication, including correspondence, announcements, reports, and related.
• Send out communications to employees and others on behalf of HR as determined and assigned by HR team
• May assist with or plan team events, meetings or related activities
• Prep forms for payments and reimbursements, and collect the justification statements and documentation to finalize form submissions; reconcile PCard
• Process payments and invoices, order supplies, food, and other items for the HR department. Initiate and manage work orders and office logistics

Provide Administrative Support to the Learning and Development Consultant (25%)

• Provide administrative and technical support during Extension training courses and workshops (new employee orientation, supervisory development, etc)
• Review and edit, correct or update documents, courses, communications, videos, and websites for accessibility standards and grammar/proofreading
• Send out calendar invitations and communications on behalf of the Learning and Development consultant related to training and development
• Assist with tracking and documenting training participation and behind the scenes hosting (monitoring and replying to chats, sharing screens, Zoom polls, etc.)

Qualifications

Required Qualifications (must be documented on resume):

• High School Diploma/GED and two years of related office and administrative experience
• Documented successful experience handling specifically confidential information and time-sensitive materials
• Experience proofreading and editing documents, communications, and webpages for accuracy and accessibility
• Proficient to near expert abilities in using MS Office (Word, Excel, Powerpoint) and Google (Google Calendar, Google Drive, Meet, Google Hangout).
• Strong technical/systems abilities related to Zoom (chat monitoring and responding, polls), google calendar and Gmail, screen capture and video editing, and google applications (documents and sheet).
• Strong computer, database, and electronic calendaring skills.
• Experience in and ability to maintain employee and employment confidentiality at all times
• Experience in data entry and integrity review/auditing (in PeopleSoft or similar system)
• Excellent interpersonal, oral, and written communication skills, strong customer-service orientation, experience working with people from diverse backgrounds.
• Strong time management skills and the ability to coordinate multiple assignments simultaneously (i.e. managing frequent interruptions, answering phone inquiries)

Preferred Qualifications:

• Experience in, or interest in, Human Resources function/specialty
• Assisting with or conducting background checks and I-9 verifications
• Work experience in a Human Resources environment
• PeopleSoft or similar application software experience
• Experience providing administrative search support

Additional Requirements:

• Must be able to work almost exclusively in the office.
• Must have reliable internet and work station or equipment if/when working remotely
• Ability to sit or stand and work at a computer for prolonged periods of time; up to 8 hours a day.
• Ability to sit or stand to file papers for prolonged periods of time.
• Ability to lift, push, pull up to 10 pounds frequently, and 30 pounds occasionally

The position is not eligible for employment Visa sponsorship.