Human Resources Administrative Assistant

Job Description

Job Description

Techstaff has an immediate administrative support assignment available within the City of Tampa Human Resources Department.

 

In this assignment, you will serve as support to a Human Resources division performing specialized, technical research and administrative support functions. The employee will support updates, maintenance and upkeep of the systems used in the assigned area. Duties are of considerable difficulty involving complex administrative assignments, and the highest level of professionalism in support of divisional staff and major projects. Employees must be detail oriented and very proficient in use of computers, grammar, and composition. Although under direction, many tasks are performed independently requiring considerable initiative and independent judgment because of the highly responsible, confidential nature of work assignments.

In addition, importance is placed on an employee's ability to prioritize matters being brought to the attention of the staff and supervisor, based on acquired knowledge of the operation of the division. Employees are also required to control and maintain important and sensitive records. Work is reviewed through conferences, observation, and results obtained.

Example of Duties:

- Provides customer service support, clerical assistance and support to the assigned division manager and specialists; handles scanning, data entry and uploads to systems used; provides assistance with preparation of new hire documents; ensures new hire documents received prior to orientation and supports the new hire onboarding process.

- Responds to inquiries from applicants regarding their status, status changes and other matters; screens and routes telephone calls and visitors; answers questions on the phone or in person to requests for information from the public, city, or other agencies; opens and distributes mail; maintains calendar of appointments; schedules meetings and conferences; notifies candidates and schedules appointments for testing.

- Assists with website maintenance; assists with job bulletin board postings and advertising.

Supports system updates or reconfigurations of computerized management system(s); supports system maintenance and record archiving.

- Utilizes software reporting features to create reports and modify records to comply with guidelines, policies and procedures; makes recommendations for system improvements.

- Supports the collection of data in preparation for public record request responses; participates in information queries, data mining and compiles data on assigned projects; verifies accuracy of records/data. - Facilitates the creation/activation of new accounts and deactivates accounts as necessary within systems; resets passwords; troubleshoots, processes and responds to tickets generated by the T & l Service Desk.

- Utilizes computer to prepare correspondence, memoranda, reports, flyers and other technical materials as directed and from rough draft where required; edits materials to be typed to ensure proper grammar and punctuation, improve clarity, and correct inaccuracies; proofreads own work; composes correspondence independently or from general outlines; develops forms and technical documents utilizing specialized computer software.

- Initiate phone calls to internal and external customers; assist with coordination of appointment for required events; assists with employment references or education verification.

- Performs a variety of assignments in support of multiple annual division or department events and efforts; processes invoice payments; orders division supplies.

- Remains informed of system updates and changes; provides training and updates to division team upon release of new information from vendor; partners with division team to build necessary reports.

- Performs other duties as assigned.

Minimum Qualifications:

Graduation from an accredited high school and 2 years' experience in human resources or a related field; or an equivalent combination of education and experience. Associates degree and public sector experience desired.