Human Resources Administrative Assistant

Job Description

Job Description

Human Resources Administrative Assistant 

The Housing Opportunities Commission of Montgomery County (HOC) was established in 1974 to better respond to the County’s need for affordable housing. HOC is authorized to acquire, own, lease, and operate housing; to provide for the construction or renovation of housing; obtain financial assistance from any public or private source to assist its housing activities; and arrange for social services, resident services, and daycare.

This is a professional staff position responsible for administrative support to the Chief Human Resources Officer with general operations support to the Human Resources Department. An employee in this position will provide administrative and technical support as assigned.  

An employee in this class applies knowledge of the principles/practices, and established policies or procedures in their area of expertise in performing recurring assignments.  Knowledge in the area of recruitment is needed in order to support operations and assist in resolving problems. Work is assigned by the immediate supervisor with the employee performing recurring assignments with which the worker is familiar. The work typically involves processes in which the workflows automatically to the worker. Any problems not having a clear precedent will be referred to the supervisor. The work is guided by past precedents, personnel policies, and applicable regulations with only an opportunity to adapt these guidelines. An employee in this class performs a variety of duties and researches problems to provide alternative courses of action. These duties generally are standard but have a large impact on the proper functioning of Human Resources Department and services provided to other divisions, employees, and the public. 

Primary contacts include individuals both inside and outside the department/agency for the purpose of providing basic information, explaining procedures, and exchanging information. Work is primarily sedentary. There are no significant hazards to the employee. 

Example of Duties:  

• Provides administrative support to the Vice President and Chief Human Resources Officer, managing schedules, oversees the front desk, and office-related functions of the division
• Performs a broad range of administrative support tasks and serves as administrative liaison with internal staff and external stakeholders, including HOC employees, job applicants, county agencies and others
• Manage a very active calendar; researching and preparing required materials for meetings and conferences; ensuring that the CHRO has adequate time to review such documents and be able to modify, if necessary
• Answers and directs departmental phone calls, emails , greet and assist walk-in employees 
• Create and maintain an electronic filing system for HR Functional areas including personnel files, recruitment, labor/employee relations, etc. Work on archiving current paper filing system
• Process all purchase orders and invoices correctly, while ensuring that reflected project codes are processed consistent with the HR budget line items
• Update calendar for Human Resources including management of events, employees leave, out of office, etc
• Create and develop reports in ADP with assistance from the Chief Human Resources Director
• Assist Human Resources teams on talent acquisition, talent retention, learning and development-related projects, reports and inquiries as part of the efficient day to day operations of the division
• Maintain and update the HOC Intranet on an as needed basis in tandem with Corporate Trainer
• Assist the Talent Retention team with the annual performance management process to include the auditing and tracking of performance evaluations, initial plans against the required completion dates
• Assist with the development of HR-related reports i.e. Excel, Google Sheets, etc
• Produce flyers and other announcements to inform staff of events and activities conducted by the Human Resources
• Provides support on various tasks to include updates to the intranet, bulletin board, benefits, employee engagement and Wellness Programs, recruitment etc
• Ensure compliant retention of employee files, data, and storage as part of the division’s Records Management process
• Maintain general office supplies, forms, and materials for Human Resources Office and reorder as needed
• Perform other related duties as assigned. 

Experience: 

• At least two years of college with proficiency in MS Office Suite 
• At least three years administrative/clerical experience or related field
• Canva or other graphic design experience preferred
• Excel or Google Sheet experience is required 
• Yardi or other budgeting software is preferred

Education: 

• Requires a High School Diploma or equivalent
• An equivalent combination of education and experience may be accepted. Low income residents in Montgomery County with the above qualifications are encouraged to apply

Knowledge, Skills, and Abilities:  

• Knowledge of modern office management principles and practices. 
• Knowledge of large and complex filing systems. 
• Knowledge of standard principles and practices of personnel administration. 
• Ability to analyze and evaluate information. 
• Ability to handle confidential information with discretion. 
• Ability to deal tactfully, effectively and courteously with all levels of employees. 
• Ability to communication effectively both orally and in writing.
• Ability to travel to the Silver Spring office (remote work not eligible for this role).  

An equivalent combination of education and experience may be accepted. Low income residents in Montgomery County with the above qualifications are encouraged to apply. 

* Grade 19 - Min: $59,565 / Mid: $78,228 / Max: $96,891 | Salary determined by departmental budget - Offer commensurate with experience . 

HOC is an equal opportunity employer committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to sex, race, color, age, national origin, religion, disability, genetic information, marital status, sexual orientation, gender identity, gender reassignment, citizenship, immigration status, protected veteran status, or any other basis prohibited under applicable federal, state or local law. HOC promotes a drug-free workplace. 

HOC conducts criminal background checks, employment reference checks, and where applicable, reviews driving records in determining suitability for employment. Selected applicants will be required to submit to pre-employment drug and alcohol screening. Employment is contingent upon drug and alcohol test results.