Administrative Assistant - Human Resources

JOB DUTIES

ESSENTIAL DUTIES:

Employees in this position are considered confidential.

Working under the general supervision of the Personnel Supervisor and Human Resources Director, provides assistance and support to the Human Resources Department, including a variety of clerical and administrative support for the daily administrative functions of the personnel division.

Maintains the utmost confidentiality and discretion in dealing with employee records and business information.

Using excellent customer service skills, establishes and maintains effective working relationships with applicants, employees, officials, and the general public. Performs duties of and serves as receptionist as needed.

Greets visitors to the department and directs them to the appropriate area. Courteously assists the public with employment information.

Answers and screens incoming calls, provides information, takes messages for the department, and directs callers to appropriate parties. Creates employee identification badges.

Assists with employee preboarding and onboarding processes, including assembling and reviewing new employee paperwork.

Conducts new full-time and temporary employee orientations to foster positive attitude toward organizational goals.

Responsible for a variety of correspondence to employees and applicants.

Distributes personnel forms, including status change proposals and evaluations to department heads, supervisors and employees.

Maintains all personnel files, both regular and confidential. Responsible for the timeliness and accuracy of filing. Transfers files from current to terminated status.

Orders office supplies from the City's central warehouse and outside supply agencies.

Maintains and orders all personnel office forms.

Provides employees with information such as personal data, compensation, benefits, and tax data.

Examines employee files to answer inquiries and provides information to authorized persons.

Posts and advertises position vacancies as assigned; assists in the coordination of recruitment, interviewing and selection processes.

Provides information on facilities and job opportunities to potential applicants. May arrange travel and lodging for selected applicants as needed.

Assists with processing employment applications and other employment screening and hiring functions.

Assists with scheduling oral interviews, administration of written skills testing, and medical testing of applicants.

Assists in gathering background information and completing reference check information on candidates. Corresponds with job applicants to notify them of employment consideration.

Informs applicants of job duties and responsibilities, compensation and benefits, work schedules, city policies, and other related information.

Assists in updating employee files to document personnel actions. Assists in maintaining divisional filing systems. Assists in archiving of divisions records.

Processes employment verifications and enters work orders for the Human Resources department.

Responsible for coordinating HR departmental travel, including registrations, reservations, travel documentation, and expense reconciliation.

Responsible for processing and reconciling departmental procurement card statements, including ensuring appropriate receipts, documentation, and approvals are obtained.

Responsible for departmental billing and invoice processing, including reviewing charges, reconciling discrepancies, preparing documentation, and coordinating payment processing. Processes field purchase orders (FPOs) and maintains financial records.

Receives and routes incoming mail.

May represent the Human Resources Department at job and career fairs.

Operates a motor vehicle to assist in carrying out the business of the department and the City.

Attendance at work is an essential function of this position.

May serve as a member of various committees to represent the City.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them

QUALIFICATIONS

This position is subject to the City's Drug and Alcohol-Free Workplace Program which includes: pre-employment testing, post-accident testing, reasonable suspicion testing, return to duty testing, and follow-up testing.

Graduation from high school or equivalent combined with two (2) years of experience in a human resources capacity, or any equivalent combination of education and office experience.

Basic knowledge of modern policies and practices of human resource administration; basic understanding of employee classification, compensation and benefits, recruitment, and selection preferred.

Ability to speak in front of others; ability to present to small and large groups that are comprised primarily of new and existing employees.

Experience with computer applications, such as the mainframe computer terminal (AS400); personal computer including Microsoft Word and Excel software; copy machine; fax machine; calculator; multi-line phone.

Ability to carry out assigned projects to their completion.

Ability to establish and maintain effective working relationships with applicants, employees, officials, and the general public.

Ability to effectively deal with irate applicants or employees.

Ability to maintain confidential and sensitive information.

Ability to understand and follow verbal and written instructions.

Ability to communicate effectively verbally and in writing.

Ability to effectively meet and assist the public.

Ability to handle stressful situations.

Ability to prioritize work and meet deadlines.

Extensive background check required.

TOOLS AND EQUIPMENT USED:

Requires frequent use of and skill in the operation of mainframe computer terminal (AS400); personal computer including Microsoft Word and Excel software; copy machine; fax machine; calculator; multi-line phone.

PHYSICAL DEMANDS:

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.

While performing the duties of this job, the employee is frequently required to sit, talk and hear. The employee is occasionally required to walk; use hands to handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is a normal office setting and the noise level is generally low.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V