Associate HR Coordinator

Job description

HR File Room Responsibilities: • Coordinate the day-to-day file room duties. File all personnel documents including but not limited to new hire files, terminations, leaves of absence, and some benefits documents. • Update files with name changes. • Process terminations by pulling, labeling, and re-filing the file with other terminated files. • Fulfill file room requests to make copies and deliver to various locations on TO campus or coordination of delivery of documents to non-Thousand Oaks locations. • Pull and send files via UPS when requested by other sites or for transferring staff members. • Manage offsite archiving and archive retrieval process and activity. • Complete requests for copies of specific documents and deliver them to the requestor within the service-level agreements. • Fulfill file copy requests in accordance with state law requirements. • Fulfill subpoena requests for Law as well as requests for corporate compliance, SOX audits, and SCRMA workers-compensation claims -- Due to the often urgent nature of these requests, high attention and action is required. • Maintain HR and executive files separately and ensure the security of these files. • Investigate location of missing files or documents. Working with HR Connect, pull information in SAP and OPUS to determine employee status and location. • Mail termination letters with a copy of proprietary agreements to termed staff member’s homes. Maintain and send identified documents to California terminated staff (i.e., required EDD documents which includes the preparation of customized materials) • Monitor/identify and provide information/direction to HR Business Partners for repayment agreements which may be required from departing staff members. • Process, log, and e-mail to payroll all approved CA meal policy waiver forms. • For records retention, assist with the identification of files to be archived. Pull, box, and carefully track files to be archived and arrange pick-up and delivery with the records retention vendor. Prepare accurate reports sent to our Corporate Records group of precisely what files were archived offsite. • Open, sort, and deliver HR Connect mail. HR Call Center Responsibilities: • Answer telephony inquiries from a dedicated phone line and email inquiries, and triage / escalate issues according to defined processes and procedures o Examples include answering inquiries and providing navigational support relating to Amgen’s HR system – Workday o Utilize a knowledgebase program for guidance o Utilize an incident management tool to manage inquiries and transactions o Provide excellent customer service as measured by Service Level Agreements and call center metrics • Manage and maintain the knowledgebase program and suggest improvements for ongoing development • Contribute to improving relationships and service levels with staff and HR COE partners by pro-active communications as well as timely and effective responses • Perform transactional work in Workday • Generate standard reports and perform audits on transactional work and other processes • Contribute to knowledge sharing within the team. Provide feedback on process and technology improvements. • Support and back up other team members in their daily activities. Support and sustain positive work environment that fosters team performance through own work and behavior. • Manage other assigned activities, as needed Basic Qualifications: • Bachelor’s degree; OR • Associate’s degree & 4 years of directly related experience; OR • High school diploma / GED & 6 years of directly related experience Preferred Qualifications: • Bachelor’s degree in Business Administration, Economics, Psychology, or other Liberal Arts majors. • 2 or more years work experience in human resources or customer service • Effective analytical thinking, attention to detail or related internship experience demonstrating same • Ability to communicate effectively verbally and in writing • Ability to communicate effectively in written and spoken Spanish • Strong working knowledge of Microsoft Word, Excel, and Power Point • Able to multi-task in a fast paced environment to meet deadlines • Strong team player who is able to collaborate with colleagues on complex tasks Basic Qualifications: • Bachelor’s degree; OR • Associate’s degree & 4 years of directly related experience; OR • High school diploma / GED & 6 years of directly related experience Preferred Qualifications: • Bachelor’s degree in Business Administration, Economics, Psychology, or other Liberal Arts majors. • 2 or more years work experience in human resources or customer service • Effective analytical thinking, attention to detail or related internship experience demonstrating same • Ability to communicate effectively verbally and in writing • Ability to communicate effectively in written and spoken Spanish • Strong working knowledge of Microsoft Word, Excel, and Power Point • Able to multi-task in a fast paced environment to meet deadlines • Strong team player who is able to collaborate with colleagues on complex tasks Mindlance is a national recruiting company which partners with many of the leading employers across the country. 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