HUMAN RESOURCES ADMINISTRATIVE ASSISTANT

STATEMENT OF THE JOB

Provides administrative, clerical, and customer service support to the Human Resources Department. Performs a broad range of confidential and detailed administrative functions supporting recruitment, onboarding, employee records, benefits, training, risk management, and other human resources programs. Work requires professionalism, discretion, accuracy, independent judgment, initiative, and frequent interaction with employees, applicants, City departments, vendors, and the public. STATEMENT OF THE JOB Provides administrative, clerical, and customer service support to the Human Resources Department. Performs a broad range of confidential and detailed administrative functions supporting recruitment, onboarding, employee records, benefits, training, risk management, and other human resources programs. Work requires professionalism, discretion, accuracy, independent judgment, initiative, and frequent interaction with employees, applicants, City departments, vendors, and the public. Education & Experience/Licensing & Training EDUCATION & EXPERIENCE High school diploma or General Educational Development (GED) equivalent. Three years of progressively responsible administrative, clerical, or customer service experience. Human resources, public-sector, records management, recruitment, payroll, benefits, or other closely related experience is preferred. Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered. LICENSING & TRAINING Valid State Driver's License. National Incident Management System (NIMS) training based on assignment. Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation. Essential Functions/Knowledge/Skills/Abilities ESSENTIAL FUNCTIONS / KNOWLEDGE / SKILLS / ABILITIES Essential Functions Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. Provides first-line customer service to applicants, employees, retirees, City departments, vendors, and the public in person, by telephone, and electronically; responds to routine and moderately complex questions and routes sensitive or complex matters to appropriate staff. Greets and screens visitors; manages incoming telephone calls, emails, correspondence, deliveries, and mail; provides general information regarding Human Resources processes, procedures, employment opportunities, and City services. Provides comprehensive administrative support to the Department Director by preparing correspondence, maintaining records, coordinating calendars and meetings, processing departmental documents, and assisting with day-to-day administrative operations. Processes, verifies, scans, files, and maintains confidential personnel, medical, recruitment, benefits, training, workers' compensation, and other Human Resources records in accordance with applicable retention requirements and departmental procedures. Enters, updates, retrieves, and audits information in human resources information systems, applicant tracking systems, spreadsheets, databases, electronic files, and other automated systems; identifies discrepancies and assists with corrections. Prepares, composes, formats, proofreads, and edits correspondence, forms, reports, notices, agendas, meeting materials, presentations, and other documents; maintains logs, tracking systems, and statistical reports. Assists with employee onboarding, orientation, training, benefits, wellness, recognition, risk management, workers' compensation, and other Human Resources programs as assigned. Coordinates calendars, meetings, interviews, appointments, training sessions, and events; reserves facilities, prepares materials, communicates logistical information, and records or distributes meeting information as assigned. Responds to employment verification, public records, personnel records, and other information requests within assigned authority; protects confidential and sensitive information and refers requests requiring review or approval. Assists with invoices, purchase orders, payment requests, budget tracking, office supply inventories, and departmental purchasing; monitors status and follows up on outstanding items. Creates and maintains organized paper and electronic filing and records systems; performs document retention, archiving, and disposition activities in accordance with City policy and applicable requirements. Researches assigned questions, gathers and analyzes information, monitors deadlines, follows up on assignments, and provides status updates or recommendations to Human Resources staff. Operates standard office equipment and uses Microsoft Office applications, human resources systems, and other job-related technologies. Maintains regular and reliable attendance; may travel to City facilities and attend meetings, interviews, orientations, training, or events outside normal business hours as assigned. Actively supports City and departmental goals and provides professional, responsive, and respectful service. Performs other duties as assigned. Knowledge of Modern office practices, administrative procedures, records management, filing systems, and standard office equipment. Human resources terminology, practices, and processes related to recruitment, onboarding, personnel records, benefits, training, and employee services. Customer service principles and practices, including techniques for assisting individuals in sensitive or difficult situations. Business English, spelling, grammar, punctuation, proofreading, and basic mathematics. Confidentiality requirements and appropriate handling of personnel, medical, and other sensitive information. Computerized data entry, document processing, spreadsheets, databases, electronic records, and Microsoft Office applications. Basic purchasing, invoice processing, and budget-tracking practices. City organization, policies, procedures, and services as acquired through employment. Skill in Providing accurate and courteous customer service to internal and external customers. Preparing, formatting, proofreading, and maintaining accurate documents, records, reports, and correspondence. Entering, retrieving, reviewing, and reconciling data with a high degree of accuracy and attention to detail. Organizing work, establishing priorities, managing multiple assignments, and meeting changing deadlines. Using computers, standard office equipment, Microsoft Office applications, and job-related information systems. Applying policies and procedures consistently and using sound judgment to resolve routine and moderately complex issues. Ability to Maintain confidentiality and exercise discretion when handling sensitive employee, applicant, medical, legal, and organizational information. Communicate clearly, professionally, and effectively, both orally and in writing, with individuals from diverse backgrounds. Understand, explain, and apply City and departmental policies, procedures, rules, and instructions within assigned authority. Work independently, use initiative, recognize when matters require escalation, and follow through on assignments. Research information, identify discrepancies, analyze routine problems, and develop practical solutions. Establish and maintain effective working relationships with employees, applicants, management, elected officials, vendors, partner agencies, and the public. Remain organized and composed while managing interruptions, competing priorities, confidential matters, and time-sensitive assignments. Perform mathematical calculations, maintain accurate records, and prepare clear summaries and reports. Learn and effectively use Human Resources programs, systems, terminology, and applicable legal or regulatory requirements relevant to assigned duties. PHYSICAL DEMANDS/WORK ENVIRONMENT The physical demands and work environment characteristics described below are representative of those that an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. Work is primarily performed in a standard City office environment and is generally sedentary. Frequently sits, talks, hears, sees, and performs repetitive hand and finger movements while using a computer, telephone, and other office equipment. Occasionally stands, walks, stoops, kneels, crouches, reaches, grasps, and lifts, carries, pushes, or pulls materials and supplies weighing up to 10 pounds. May travel to and from City facilities, meetings, training sessions, interviews, orientations, and events. May occasionally work outside normal business hours based on operational needs. ADDITIONAL INFORMATION This position description is intended to describe the general nature and level of work performed by an employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Employees may be required to perform other job-related duties as assigned to meet the operational needs of the City. Medical/Rx (EPO or HDHP) Dental/Vision Wellness Program Flexible Spending/Health Savings Account Group Life Insurance Optional Additional Life Insurance Optional Additional Accidental Death & Dismemberment Insurance 12 Paid Holidays Annually Paid Vacation (Accrual rate is dependent upon full time years of service) Paid Personal Leave (96 Hours/Year) Short Term Disability Long Term Disability Retirement Plan - 401A Defined Contribution Plan Sworn Police Officers participate in the Public Safety Personnel Retirement System (PSPRS). Contribution rates are determined by State Legislature Optional Deferred Compensation Tuition Reimbursement Service Awards 01 A High School Diploma or GED is required for this position. Do you have a High School Diploma or GED? Yes, I have a High School Diploma or GED. No, I do not possess a High School Diploma or GED. 02 Which best describes your highest level of education? High School Diploma or GED Currently enrolled in High School Some College Associate's Degree Bachelor's Degree Master's Degree or higher Trade School/Technical College None of the above 03 Please select the license you currently possess. Valid State Driver's License Commerical Driver's License I do not currently possess a valid Driver's License. 04 This position has a minimum age requirement of 18 years of age. Are you 18 years or older? Yes No 05 Are you a current employee with the City of Bullhead City? Yes No 06 Please list your computer experience in detail and include any software programs/applications you have used or are familiar with. (Microsoft Word, Microsoft Excel, Adobe, etc.) Be sure to include your level of proficiency with each (i.e. Beginner, Intermediate, Advanced) 07 Please describe your customer service experience with internal and external customers. 08 Please describe your specific education and experience as it relates to this position 09 This position might require the employee to lift and/or move up to fifty (50) pounds or more. If selected, are you able to fulfill this physical demand? Yes No 10 If you are bilingual, please describe the language you are fluent in, in the space provided. Fluent is defined as able to speak and express oneself articulately. 11 Please describe any experience you may have performing administrative duties in an office environment? If you do not have any experience, please write N/A. 12 I understand that all communication regarding this position will be sent via email and that it is my responsibility to monitor my email. Human Resources will not be responsible for unread emails. I have read and acknowledge that all communication regarding this position will be sent to me via email. 13 Which best describes your full-time paid experience performing duties listed on the bulletin? No experience Less than one year One year to less than two years Two years to less than three years Three years to less than four years Four years to less than five years Five years to less than six years Six years to less than seven years Seven years to less than eight years Eight years to less than nine years Nine years to less than ten years Ten or more years Required Question #J-18808-Ljbffr City of Bullhead City