Administrative Assistant - Human Resources

To complete the detailed and written work and to coordinate other matters that are essential to the efficiency and effectiveness of the office. Due to the reporting structure and responsibilities of this position, the individual works in a highly confidential environment.      

Essential Functions and Duties:

• Type letters, memos, reports, agendas, and requisitions for department and Assistant City Manager.
• Input departmental data into applicable computer programs, including employee address changes, tracking of uniform orders, logging of worker’s comp vouchers and retired employee health insurance payments.
• Set up and maintain computer and paper files for any necessary reports; budget allocations, expenditure records; and any other records kept by the division or Assistant City Manager.
• Assist with completion and maintenance of purchase requisitions for the department, including but not limited to supplies, worker’s comp vouchers and safety boot credits/deductions.
• Receive and distribute mail to and from the department.
• Operate the computer to access information from applicable databases.
• Schedule appointments for the department, i.e., post-offer appointments for pre-hires, employee exit meetings, dispatch testing and fit for duty testing.
• Utilize the NeoGov platform to refer candidates to hiring managers and assign pre-hire paperwork to prospective employees.
• Receive calls, transfer calls, and take messages.
• Keep a calendar for HR department employees and Assistant City Manager, when applicable.
• Order and inventory supplies, including but not limited to office, job fair/open enrollment and safety/first aid supplies.
• Ability to maintain confidentiality and to follow all policy and procedures of the Department and the City.
• Perform any other related duties as required or assigned.

Education and Experience:

• Requires High School Diploma or GED 
• Experience in general office work
• Human Resource experience a plus
• Must be able to type approximately 40 wpm.
• Mid to advanced level computer skills in Word and Excel

• Valid Driver’s License

• Ability to work with minimal supervision when necessary and minor decision making.
• Regular use of office machinery i.e.: copy machine, 10 key and computers.
• Solve practical problems with multiple variables, interpret instructions in written, oral or diagram formats.
• Establish and maintain effective working relationships with co-workers and those contacted in the course of work.  
• Communicate clearly and concisely, both orally and in writing.

Physical Job Requirements:
 

• Subject to post offer, pre-employment drug screen
• Subject to post offer, pre-employment fit for duty examination. 
• Subject to post offer, pre-employment criminal background check
• Must be at least 18 years of age.

• Policies and procedures relevant to Human Resources are understood, followed, and modeled for other employees.
• Provides excellent customer service to the public and other City Departments as required.
• The City’s professional reputation is maintained.