Human Resources Assistant

Salary: $52,187.20 - $77,376.00 Annually
Location : City Hall, 900 East Broad Street, Richmond, VA
Job Type: Full-Time
Job Number: 12M00000119
Department: Human Resources
Opening Date: 08/21/2026


Are you Richmond R.E.A.D.Y ? R espect. E quity. A ccountability. D iversity... YOU !!!


This is an EXCITING time to Join the City of Richmond! We are committed to nurturing talent, fostering growth opportunities, and building strong connections within our workforce. As we continue to make strides to becoming the employer of choice, we are thrilled about the below employee benefit enhancements:

• Virginia Retirement System (VRS)
• Language Incentive
• Referral Bonus
• T uition Assistance Program

Description
The anticipated salary range for this opportunity is $52,169 - $64,779

The Human Resources Department's mission is to support our customers in accomplishing their missions by attracting and retaining a highly skilled and diversified workforce that is compensated and rewarded for its effort in an equitable, safe and responsible work environment.


Our mission is accomplished within existing resources, in an environment of change, with integrity, and in a manner that is consistent with the City's policies, Code of Ethics, merit system principles, and federal and state laws. We are responsible for recruitment and testing, classification and compensation, training, benefits administration, and workforce relations.


City of Richmond Core Values:
Community Centric Service; Unity; Respect; Innovative; Trust; Accountability.


The Human Resources Assistant is responsible for performing complex clerical and varied administrative duties within the Department of Human Resources, such as accurately taking and transcribing difficult and confidential dictation and/or meeting minutes; preparing documents without spelling, grammatical or typographical errors; maintaining a computerized log of contracts before obtaining signature(s): data entry; timekeeping functions; effectively composing correspondence; diplomatically and effectively communicating with the general public, private officials, City Council members, fellow employees and other City departments; and efficiently carrying out assigned duties with minimal supervision.



Duties include but are not limited to

• Provides primary customer service at the Human Resources front desk by greeting visitors, receiving and screening inquiries, and directing employees and citizens to the appropriate HR staff.
• Supports the Department Business Manager and Records & FOIA Supervisor by tracking, logging, and routing incoming file requests to ensure timely retrieval and processing of personnel records.
• Organizes, maintains, and updates digital and paper personnel files, including establishing cross-referenced filing systems and contributing to resolving the department's existing backlog of records.
• Sort, distribute, and manage incoming HR mail and documentation.
• Prepares basic internal forms, logs, and correspondence needed for daily HR operations.
• Uses Microsoft Excel, Teams, Outlook, Word, and other Office Suite tools to support record tracking, data entry, workflow coordination, and communication.
• Leverages technology to improve filing accuracy, document tracking, productivity, and workflow efficiency.
• Takes messages, redirects inquiries, and ensures follow-up communication is routed appropriately.
• Organizes, tracks, and inventories office supplies to support daily departmental needs.
• Makes minor administrative decisions within established guidelines and independently prioritizes workload to maintain smooth front-desk and file-room operations.
• Performs related duties as required to support HR operations, records management, and departmental customer service.
• Individual assignments will be determined by the supervisor based on current workloads and department needs.

Note: The above description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. The employee may perform other duties of a similar nature or level as required.

Qualifications, Special Certifications and Licenses
REQUIRED KNOWLEDGE/SKILLS/ABILITIES:

• Ability to maintain confidentiality in all aspects of the job.

• Knowledge of office terminology, procedures, and equipment
• Knowledge of departmental and municipal organization and administration
• Knowledge of City codes, ordinances, policies and procedures
• Skill in operating standard office equipment
• Efficient office management
• Excellent communication skills (written and verbal)
• Ability to maintain effective working relationships with Council members, department directors, other employees and the public.
• Ability to work well under pressure, maintaining a pleasant and empathetic manner.
• Ability to prepare routine statistical reports.
• Ability to take and transcribe accurate (shorthand or recorder) difficult and confidential dictation at an efficient level.
• Advanced Microsoft Office experience, including virtual team platforms for meetings, shared team documents, and instant messaging communications.
• Working in a hybrid work environment
• City of Richmond community awareness and values
• Able to lift 20 lbs.

MINIMUM TRAINING AND EXPERIENCE:

• 3 years of related clerical or office support experience

• Minimum High School Diploma or GED is required.
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum years of experience qualifications of the classification.

PREFERRED QUALIFICATIONS:

• 5+ years of experience as an Office Associate, Administrative Assistant, Executive Assistant, or related role
• Experience preferred in Human Resources
• Bachelor's degree in Human Resources, Business Administration, Public Administration, or related field.
• A Notary Public designation may be required for some assignments.

Equal Employment Opportunity Statement

The City of Richmond provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.


The City of Richmond is committed to the full inclusion of all qualified individuals. As part of this commitment, the City of Richmond will ensure that persons with disabilities are provided with reasonable accommodations. If you require reasonable accommodations under the Americans with Disabilities Act (ADA) to participate in the job application and/or the interview process, please contact Veronica Kenner, by email at View email address on click.appcast.io.

This policy applies to all terms and conditions of employment, including recruitment, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation and training.
The City of Richmond Values Veterans. We are an official V3 Certified Company .

The City of Richmond is a proud partner with the US Army Partnership for Your Success PaYS Program.
With over 4,000 employees, the City of Richmond is an "Employer of Choice" among cities throughout the nation. The City strives to hire and retain employees who bring dedication and talent to the workforce. Offering a competitive, cost effective, and quality benefits package is one element of an "Employer of Choice".


The City offers a full range of benefit programs from initial hire through retirement. Please visit our Web site for details.
01


10-point compensable veteran. You must have an existing compensable service-connected disability of 10 percent or more. Other 10-point veteran include disabled veteran or a veteran who was awarded the Purple Heart for wound or injuries received in action, veteran's widow or widower who has not remarried, wife or husband of a veteran who has a service-connected disability, widowed, divorced or separated mother of an ex-service son or daughter who died in action, or who is totally and permanently disabled. Do any of these apply?

• Yes
• No

02


5-point Veteran's must have been discharged under honorable conditions and had one of the following:Active duty in the Armed Forces of the United States, in a war, or during the period 4/28/52-7/1/55 or active duty for more than 180 consecutive days other than for training, any part of which occurred during the period beginning 2/1/55 and 10/14/76 or active duty during the Gulf War sometime between 8/2/90 - 1/2/92 or active duty in a campaign or expedition for which a campaign badge has been authorized or active duty for which more than 180 consecutive days other than for training, any part of which occurred during the period beginning 9/11/2001 and ending on the date prescribed by the Presidential proclamation or by the law as the last date of operation Iraqi Freedom. Do any of these apply?

• Yes
• No

03


Are you considered a City of Richmond employee or contractor?

• Yes
• No

04


How comfortable are you with handling sensitive or confidential information?

• I have little experience with confidential materials
• I've handled some confidential items with supervision
• I regularly manage confidential information independently
• I routinely handle confidential and highly sensitive HR or executive-level information with full accountability

05


How would you rate your ability in Microsoft Word, Excel, Outlook, and virtual collaboration tools?

• Beginner; can perform basic tasks
• Intermediate; can create routine documents and spreadsheets
• Advanced; can design forms, templates, and perform data manipulation
• Expert; produce high-quality documents, presentations, shared team materials, and troubleshoot issues

06


How do you describe your experience managing inquiries or complaints from the public or internal staff?

• Limited customer-facing experience
• Some experience responding to routine questions
• Regular experience managing complex inquiries and resolving issues
• Extensive experience diplomatically handling complaints and communicating with officials, executives, and the public.

07


How proficient are you with data entry?

• Minimal experience
• Comfortable entering basic data
• Strong accuracy and experience with multiple systems
• High-level accuracy, auditing experience, and multitasking across data platforms

08


What is your ability to work under pressure?

• Struggle to manage competing deadlines
• Can work under pressure with guidance
• Comfortable managing multiple deadlines independently
• Thrive in fast-paced environments, maintaining calm and professionalism

09


How experienced are you in managing cross-referenced or complex filing systems?

• Limited file management experience
• Basic digital and physical filing experience
• Skilled in maintaining organized, accessible filing systems
• Expert at designing, maintaining, and updating advanced cross-referenced systems

10


What level of experience do you have supporting Human Resources functions?

• No HR experience
• Some exposure to HR tasks
• Regularly support HR operations
• Extensive HR administrative experience, including confidential personnel work

Required Question