HR Administrative Assistant

Job Title

Administrative, Clerical, and Customer Service Support for Human Resources Department

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: 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.