Part Time Administrative Support Specialist - Recruitment

Job Summary 

Performs a variety of administrative and receptionist duties in support of the recruitment and general operations of the Department of Human Resources.

Essential Job Functions

Receives and assists visitors and callers to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department operations for the purpose of facilitating the use of services.

Assists the public, clientele, and others in accessing and making use of department services by advising them regarding their needs and services provided.

Provides assistance to applicants via the Charles County Government online application system.

Supports recruitment efforts in the online system by posting job announcements on the County web site and various other web sites.

Calls candidates to schedule interviews, makes room reservations and other arrangements as needed. Prepares interview packets for each member of the interview panel.

Conducts reference checks on potential employees, calling prior and current supervisors and maintaining detailed notes about contact.

Composes correspondence, memoranda and reports in response to recurring inquiries and situations, including new hire offer letters, Payroll Change Notices, and notification emails to candidates.

Sends monthly Employee News announcements and New Employee Introductions information via email. Tracks data for the announcements and coordinates the New Employee Introduction program.

Keeps supervisor and staff informed of matters; initiates inquiries of County offices and other organizations to obtain information; researches files and records and compiles data for supervisor's review; prepares memos, notes and reports for supervisor.

Receives, sorts, date-stamps, logs, copies and distributes mail/mail log; processes outgoing mail.

Creates and maintains departmental files, including online recruitment files.

Maintains supplies of New Employee Orientation folders and Personnel Policies & Procedures Manuals, along with other HR-related documents and manuals.

Photocopies documents and routes to appropriate staff/department.

Assists with maintenance of electronic archive system.

Assists with processing paperwork for salary actions.  

Serves as backup to other Administrative staff during lunch hours, vacations, etc.

Other Duties

Performs related work as required.

Knowledge, Skills, and Abilities (These are pre-employment KSAs that apply only to Essential Job Functions.)

Knowledge of--

-     Modern office procedures and practices including the operation of standard office equipment.

• NeoGov online application system and Laserfiche electronic archive system.  -     Work in a variety of computer programs, including Microsoft Office and online programs.
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• Ability to--
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• Perform general administrative work quickly and efficiently.-     Provide reception services to visitors and callers.-     Establish and maintain effective working relationships with others encountered in the workplace.
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• Communicate effectively and respectfully, orally and in writing.
• Work effectively as a member of a team.
• -     Proficiently create memos, letter and other correspondence.  

• Training and/or Education Two years of general office experience.  May require a valid driver's license.

• Special Requirements The work is mostly sedentary with periods of light physical activity, and is performed in office surroundings. Typical positions require workers to walk or stand for long periods; lift and carry up to 20 pounds; climb stairs, bend, reach, hold, grasp and turn objects; and use fingers to operate computer or typewriter keyboards. The work requires the ability to speak normally and to use normal or aided vision and hearing.
• Unusual Demands
• Work is subject to frequent interruptions.
• FLSA Status 
• Non-Exempt
• Supervises 
• None
• Revised
• 12/17
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• Reports to
• Recruitment & Retention Administrator
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• Workers must occasionally remain continuously at their work sites for long periods.
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• Physical Demands
• Must be able to maintain information confidentially.
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• Licenses or Certificates
• Working knowledge of computer software programs
• Experience
• High school diploma or GED.
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• Required Qualifications (Note: Any acceptable combination of education, training and experience that provides the above knowledge, skills, and abilities may be substituted on a year for year basis.)
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www.charlescountymd.gov