HR Assistant - Employee Experience

POSITION PURPOSE

The Human Resources Assistant provides administrative and operational support to the Employee Experience team within the Department of People and serves as a key point of contact for employees. The position supports the goal of delivering a positive Employee Experience for all employees across employee relations issues, employee records, HRIS transactions, employee inquiries, reporting, benefits, offboarding and departmental administration while maintaining a high level of accuracy, professionalism, and customer service. Maintains the confidentiality and security of employee, applicant, medical, benefits, and other sensitive information in accordance with applicable policies, procedures, and legal requirements.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

To be successful in this role, an individual must be able to perform in a satisfactory manner the functions listed below. The company will make reasonable accommodations to enable individuals with disabilities to perform these functions.

• Provide administrative and operational support to the Employee Experience team, including scheduling meetings, preparing correspondence, organizing documentation, maintaining calendars, and coordinating information and materials.
• Serve as an initial point of contact for employees seeking Employee Experience assistance; respond to routine questions and appropriately triage or escalate employee concerns to the appropriate Employee Experience team member.
• Support Employee Relations activities by coordinating meetings, organizing case documentation, maintaining case files, tracking follow-up actions, and assisting with the administration of corrective actions, investigations, employee complaints, separations, and other workplace matters.
• Provide administrative support for Labor Relations activities in a unionized environment, including scheduling labor-management and grievance meetings, maintaining grievance and disciplinary records, tracking information requests and response deadlines, and organizing documentation related to collective bargaining agreement administration.
• Assist with gathering, organizing, and maintaining records and supporting documentation for union information requests, grievances, unemployment matters, investigations, and other Employee Experience activities, subject to appropriate review and authorization prior to release.
• Provide administrative support for unemployment insurance claims, hearings, and appeals, including gathering relevant employment and separation records, maintaining hearing schedules and deadlines, and organizing supporting documentation.
• Review, process, document, and triage inbound communications received through email, voicemail, mail, service requests, and the HR case management system, ensuring matters are appropriately routed and addressed within established service expectations.
• Maintain accurate and confidential Employee Relations and Labor Relations records, including corrective actions, Employee Action Reports (EARs), grievances, investigations, employee complaints, separation documentation, and related correspondence.
• Maintain up-to-date physical and electronic personnel records and files; process approved personnel actions accurately and timely, enter employment information into the Human Resources Information System (HRIS), and retrieve historical information as authorized and needed.
• Support employee separation and offboarding processes, including maintaining required documentation, coordinating exit-related activities, and assisting with the tracking and reporting of separation information.
• Provide professional and responsive customer service to employees, managers, union representatives, candidates, and other stakeholders while maintaining appropriate confidentiality, discretion, and professional boundaries.
• Assist with Employee Experience programs and initiatives, including employee engagement activities, recognition programs, training and development coordination, and other workplace culture initiatives.
• Prepare and maintain reports, trackers, spreadsheets, case logs, metrics, and other Employee Experience documentation using Excel, HR systems, and other applicable technology.
• Assist with compiling and preparing information for departmental, leadership, and organizational reports, including Employee Experience metrics and other requested reporting.
• Maintain strict confidentiality and appropriately safeguard employee, personnel, labor relations, medical, and other sensitive information in accordance with applicable policies, procedures, and legal requirements.
• Support department administrative needs, including meeting coordination, correspondence, records management, mail distribution, office supplies, and small purchase orders in accordance with established procurement guidelines.
• Provide administrative support for special projects, audits, compliance activities, and other Employee Experience initiatives as assigned.
• Perform related duties and responsibilities as assigned.

OTHER FUNCTIONS

• Performs related duties & responsibilities as assigned/requested.

SUPERVISORY RESPONSIBILITIES

• None 

EDUCATION AND/OR EXPERIENCE

To perform this job successfully, a team member must have the following education and/or experience.

• Associate degree or relevant coursework in Human Resources, Business Administration, Accounting, or a related field preferred.
• Three to five years of administrative, human resources, employee relations, or executive support experience preferred, or an equivalent combination of education and experience. 

KNOWLEDGE, SKILLS, AND ABILITIES

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily.

• Proficiency in computer use, including proficiency with Microsoft Office.
• Ability to operate office equipment, including copiers, fax machines, and phones.
• Ability to prioritize, organize, and manage tasks and time effectively
• Ability to handle employee inquiries with professionalism and problem-solving skills.

PHYSICAL DEMANDS

The physical demands described here are representative of those an individual must meet to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

• Ability to work in a deadline-oriented office environment. 
• Ability to remain stationary at least 50% of the time.
• Some local travel may be required

IndyGo is an Equal Opportunity Employer