Human Resources Intern

JOB SUMMARY:
The Human Resources Intern performs a variety of confidential, administrative, and clerical tasks to support the overall operations of the Human Resources Department. Prepares correspondence, reports, and other documentation, maintains departmental records and files, assists with hiring activities, and completes special projects as assigned. The Human Resources Intern position requires the ability to work with a high level of discretion, minimal supervision, and the ability to interact in a professional manner.

POSITION CONTEXT:
The HR Intern position is assigned to the Human Resources Department. The internship is part of the Illinois Board of Higher Education (IBHE) work grant study and is offered as a partnership through Northern Illinois University and the City of DeKalb. Approval and renewal of the Intern position is contingent upon grant funding. The Human Resources Intern position is a part-time, non-exempt position that will average 15-20 hours per week as defined by the funding period. At no time may the position exceed 1,000 hours in a 12 month period. The work schedule will consist of hours mutually agreed upon with the Human Resources Director generally between the hours of 8:00 AM and 5:00 PM, Monday through Friday.

ESSENTIAL FUNCTIONS:
• Supports the recruitment and hiring process by organizing the interview process, preparing application packets, scheduling appointments, completing background and reference checks, maintaining records and information, and following up with applicants through various stages of the hiring process.
• Provides administrative support to the department including composing and editing of confidential reports, correspondence, and other materials.
• Conducts special studies in conjunction with a project, analyzes data, and makes recommendations based upon results.
• Assists with the content and dissemination of information via the City’s various social media outlets.
• Responds to and assists with departmental inquiries via telephone, in person or in writing as requested. Refers to appropriate staff as needed.

OTHER JOB FUNCTIONS:
• Prepares reports and documents as requested.
• Completes special projects and other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
• Ability to work independently with minimal supervision while exercising good judgment and initiative.
• Ability to interpret and provide information in accordance with laws, ordinances, regulations, established policies and departmental procedures.
• Ability to adhere to all state and federal HIPAA Privacy Standards dictated for the City.
• Ability to handle confidential/sensitive matters in a professional manner.
• Must have strong verbal and written communication skills and the ability to understand and follow complex verbal and written instructions.
• Ability to develop and maintain collaborative working relationships with all levels of staff, management, agencies, and the general public.
• Ability to work effectively as a team player, take the initiative and make constructive recommendations to improve overall departmental efficiency.
• Ability to multi-task and work under pressure with interruptions and within short timeframes.
• Must have strong organizational and time management skills.
• Ability to conduct research, including gathering data, analyzing information, and preparing reports.
• Must have the ability to maintain professional composure and take reasonable action when confronted with difficult situations.
• Ability to drive to various municipal buildings to deliver mail and other materials as needed.

MINIMUM QUALIFICATIONS:
Education:
• High School diploma or equivalent required.
• Must be pursuing a bachelor’s degree from NIU in Human Resources, Business Administration, Marketing, or a similar field. (based on grant funding)
• Valid driver’s license required.

Experience:
• Working knowledge of MS Office (Word, Excel and PowerPoint) and Adobe Acrobat Pro required.
• Previous experience or the ability to gain proficiency with enterprise systems and departmental systems required.
• Permanent Illinois Resident (based on grant funding)

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
• Duties are performed primarily in an office setting with prolonged periods of sitting. The person in this position needs to frequently move about inside the office to access file cabinets, office equipment, etc.
• This position will have frequent contact with others.
• At times, workloads can be extensive with limited time for response and/or action. Position requires prolonged periods of concentration and the ability to cope with numerous interruptions and changing priorities.
• The position will occasionally lift/ move up to 25 pounds.
• This position will require occasional travel to various municipal buildings during the day and may be exposed to weather elements.

EQUIPMENT USED:
·   General office equipment including computer, printer, scanner, copier and multi-line telephone system.

ADDITIONAL INFORMATION:
• This position is part of the IBHE work grant fund study and is offered through a partnership with NIU and the City. The Intern position approval, renewal and timeframe is contingent upon grant funding.

STATEMENT OF OTHER DUTIES DISCLAIMER:
The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this position. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.