Administrative Coordinator

Executive Assistant To The Chief Human Resources Officer

Work. Serve. Thrive. With the City of Durham Advance in your career while making a real difference in the community you serve.

Hiring Range: $64,507 - $100,066

Hours: Monday to Friday, 8:00 a.m. to 5:00 p.m. (40 hours per week; Occasional early morning or evening hours for City Council and leadership meetings; This position works on-site).

The Human Resources Department serves about 2,800 employees across 26 City departments. Its seven teams are Talent Acquisition, Learning & Development, Employee Relations, Compensation & Classification, Benefits, HRIS, and HR Connect. The department is modernizing its operations, including the move to Oracle HCM and a citywide compensation and classification study.

This position is the executive assistant to the Chief Human Resources Officer and coordinates administrative operations for the Human Resources Department. It is the fourth level in a four-level Administrative Support Series. The work is complex, confidential and fast moving: managing the CHRO's calendar, meeting requests, travel and expenses; preparing, proofreading and routing correspondence, memos, agenda items, presentations and reports for the City Manager's Office, City Council and department directors; coordinating HR leadership team meetings, including agendas, materials, minutes and action item tracking; serving as the first point of contact for the CHRO and routing calls and visitors; handling confidential personnel material with discretion; processing fiscal, procurement, payroll, timekeeping and personnel transactions in Oracle; assisting with department budget preparation and monitoring; serving as department liaison to the City Manager's Office, City Clerk and City Attorney's Office; and coordinating logistics for department meetings and events. Work is performed under the general direction of the Chief Human Resources Officer and is reviewed through observation of results obtained. Writing skills will be assessed.

Position devoted to providing clerical and/or office support activities for city functions and staff. Incumbents assigned to this class perform complex and advanced administrative support for the City's top executives; perform paraprofessional management analysis work; or supervise an administrative support unit of non-exempt employees. Decision-making involves the coordination of transactions and processes at the highest level of standard operating tasks, including providing direction to lower-level staff in the execution of operational tasks and review and verification of work.

An incumbent is responsible for budget coordination; basic analysis; logistical support for politically sensitive and high-visibility programs; basic research, compiling data and formulating preliminary recommendations; creating reports; coordinating workflow; and developing, proposing and implementing operational policies and procedures. Work involves outreach and collaboration with all levels of the organization as well as outside agencies, citizens and elected officials.

Duties/Responsibilities

• Coordinates department fiscal activities that may include budget development and budget administration; compiles data and performs basic analyses; and coordinates contract processing/administration and/or procurement activities.
• Conducts basic research, maintains statistics, performs basic analysis and/or statistical calculations and formulates preliminary recommendations.
• As assigned, serves as a lead worker, assigning work and monitoring work completion or serves as a supervisor including conducting performance evaluations, coordinating training, and implementing hiring, discipline and termination procedures.
• Provides logistical support for politically sensitive and high-visibility programs and events, including programs and events involving the city council; serves as escalation point for resolving customer services issues/inquiries; ensures follow up communication and quality assurance.
• Gathers and compiles data; extracts information from data systems; drafts reports from others notes or own research; prepares documents, reports, presentations, confidential correspondence and policy/procedure manuals.
• Serves as lead user for specialized databases and software systems; participates in database and/or software testing; coordinates workflow and implements improvements to processes.
• Provides general administrative support to the city's top executives including receiving and processing calls, visitors and correspondence; calendaring; records management; customer service; mail processing; quality assurance and follow-up.
• Performs other duties of a similar nature and level as assigned.

Minimum Qualifications & Experience

• Associate's degree in business or related field.
• Three (3) years of advanced administrative support experience.

Benefits

Benefits – General Full-Time Employees

• 12-13 paid holidays per year
• 13 standard work days of vacation per year
• 13 standard work days of sick leave per year, which accumulates indefinitely; sick leave may be used toward early retirement
• 2 weeks paid military leave per year
• Medical, dental, vision, and supplemental life insurance plans
• State and City retirement plans
• Short and long term disability plans
• Paid temporary disability leave for specified conditions
• City contribution of 13.6% into the N.C. State Retirement System
• Paid funeral leave
• Employee Assistance Program - personal and family counseling
• Paid life insurance equal to annual salary
• 48 hours for volunteer work each year*
• 4 hours parental leave each year
• Workman's Compensation Insurance
• 457 Deferred Compensation Plans