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Little City Foundation HR ADMINISTRATIVE ASSISTANT in United States


Job Details



Job Location

Executive Offices - Inverness, IL

Position Type


Education Level

HS/GED | 2 YR Degree

Job Shift

Business Hours

Job Category

Admin - Clerical


IMPORTANT: During the coronavirus COVID-19 pandemic we will remain open and continue hiring since we are an essential service provider as a Human Service Organization.


PURPOSE: Responsible for assisting in screening, testing and onboarding of candidates for various positions throughout Little City. Will assist members of the Human Resources Operations Team with the processing, submission and filing of background checks, forms, and reports. Performs highly confidential and sensitive recruitment and human resources duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The list of essential duties and responsibilities, as outlined herein, is intended to be representative of the task to be performed. The omission of an essential function does not preclude management from assigning duties not listed herein is such duties are a logical assignment to the position. 1. Assist with data entry of job applicants and new hires information into the HRIS (Human Resources Information System-Talent Acquisition module) and                    employee record management, in accordance with the Little City policies and regulatory requirements. 2. Assist with various recruiting activities, including processing job vacancy requests, posting job vacancies to applicant tracking system and job boards, and                supporting departments in the applicant management and vetting process. 3. Follow up with applicants to advise them of the progress of their application (additional information needed, verification of questionable results, advising of              approval or denial). 4. Perform routine clerical duties including the processing of mail, filing, scanning, photocopying, faxing, data entry, testing, creating photo ID’s, and printing new          hire paperwork. 5. Prepare new hire documents and send to candidates for signature; review returned documents for completion. 6. Work with the Human Resources Assistant to process and file annual background checks 7. Partner with the Human Resources Assistant to cross-train on the agency’s PACE program 8. Assist the Human Resources Payroll and Reporting Coordinator with the completion and submission of monthly DCFS reports 9. Assist with arranging interviews – room booking; candidates; hiring managers. 10. Assist with candidate prescreening, as directed. 11. Assist with posting internal/external job advertisement, as directed. 12. Participate in recruiting events including after-hours job fairs. 13. Assist with the follow up with any candidates for needed paperwork before they begin work, which includes verification of educational documents, drug &                  physical results, references, verification of employment(s), any required identification needed and any other required documentation needed. 14. Update new hire paperwork packages when forms are added or changed. 15. Monitor recruiter mailbox, file messages appropriately and route to others as needed. 16. Prepare appropriate fingerprint applications and ensure new hires complete on a timely basis 17. Administer, score and document TABE testing for appropriate candidates. 18. Successfully complete Little City Foundation required training, re-training, and any additional training as required by Little City Foundation policies and                       practices, or as assigned by immediate supervisor. 19. Any other duties as assigned by supervisor.  


MINIMUM QUALIFICATIONS: High School diploma or GED, required. Two year college degree, preferred. Recruitment experience, a plus. Excellent inter-personal skills, attention to details, highly organized, oral and written communication skills. Proficient in Microsoft Office applications as well as Adobe and/or Nitro. Strong interpersonal and presentation skills, excellent verbal and written communication skills. Ability to multitask and prioritize daily and ever-changing recruiting responsibilities.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT: While performing the duties of this job, the employee is subject to sitting for prolonged periods; frequently walks, stands, grasps, lifts, holds, or feels objects; occasionally stoops, kneels, crouches, or crawls. Extended use of computer and typing is required. The employee frequently is required to use manual and finger dexterity and eye-hand coordination when working and handling office equipment. The employee is subject to assist and support up to 30 pounds with varying amounts of assistance on a reoccurring basis. The employee is required to have corrected vision and hearing within normal range and the ability to operate office equipment. No occupational exposure to blood, body fluids, communicable diseases or other potentially infectious substances (Category I). Typical office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer: The intent of this job description is to provide a representative level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.