University of South Alabama hiring Human Resources Assistant III – 003156 in Mobile, AL

Position Number 003156

Position Title Human Resources Assistant III – 003156

Division Finance and Administration

Department 174000 – Human Resources

Minimum Qualifications

High school diploma or equivalent and five years of clerical experience, three of which were in human resources or related function. Proficiency with Microsoft Excel and Word and excellent communication skills are required. An equivalent combination of education and experience may be considered.

Preferred Qualifications

Job Description Summary

The University of South Alabama’s Human Resources department is seeking to hire a Human Resources Assistant III . Interested candidates should apply to be considered.

Essential Functions

• Processes employee appointments and terminations.
• Reviews, distributes, and tracks information/changes on electronic or paper personnel actions forms to complete system-wide statistics and reports, as well as update applicable pages in Banner HR/Payroll system.
• Maintains system-wide statistics and prepares reports for distribution on new Hires, separations and terminations, transfers, disciplinary actions, and Title/classification changes.
• Assists as needed with all internal and external inquiries made through email, telephone or in-person.
• Monitors, distributes and/or responds to all emails received via departmental email account.
• Provides backup to front office staff to include answering telephones and directing calls in a professional manner, greeting and routing visitors, preparing employee badges, and assisting employees, applicants and other visitors as appropriate.
• Assists with the I-9 process to include meeting with new University employees to obtain I-9 documents, ensuring documents received are accurate and comply with federal guidelines; completing Section 2 of the I-9 utilizing an electronic I-9 Management system; staying abreast of federal regulations pertaining to I-9 processing; and entering I-9 information in Banner.
• Works with HR management in collection of materials for discovery requests from the University Attorney’s office.
• Maintains training participant attendance database utilizing Banner.
• Downloads reports from Banner and manipulates files utilizing various Excel formulas and functions, such as VLOOKUP , sorting, and filtering, to provide requested information as needed.
• Utilizes Microsoft Word and Excel to complete mail merges for mailings.
• Provides back up for generating new employee ID (J) numbers and maintains employee biographic and demographic information in Banner.
• Maintains electronic personnel files, to include accurately scanning applicable documents.
• Processes paperwork for temporary appointments (Faculty and Interns) and ensures all necessary documentation is collected and distributed as applicable.
• Provides back up for entering name changes for employees and student workers with proper documentation.
• Researches discrepancies or missing items and notifies appropriate personnel of any issues requiring special attention.
• Interacts by telephone, letter, e-mail or in person with HR staff and other departments to ensure timely submission of employee forms.
• Posts, monitors and hires, in consultation with HR management, available HR Student Assistant positions.
• Assigns duties, checks work, maintains schedules and approves student assistant timesheets.
• Ensures confidentiality of employee information.
• Regular and prompt attendance.
• Ability to work schedule as defined and overtime as required.
• Related duties as required.

Posting Information

Number of Vacancies 1

Position End Date (if temporary)

Job Open Date 04/12/2025

Job Close Date

Open Until Filled Yes

Special Instructions to Applicants

Working Days Monday – Friday

Working Hours 8:00 a.m. – 5:00 p.m.

Job Location Main Campus

Full-time or Part-Time Full Time

Regular or Temporary Regular