Administrative Assistant - Human Resources

Pay Grade:               102

Job Code:                TBD

FLSA Status:           Non-Exempt

JOB SUMMARY

This person in this position is responsible for providing administrative support to an assigned department in the city. The incumbent’s work generally involves public contact, maintaining a variety of records, receiving phone calls and coordinating and scheduling meetings.

ESSENTIAL JOB FUNCTIONS

Human Resources

• Provides administrative support to the Human Resources Department
• Schedules job interviews; schedules meetings with prospective vendors and trainers/educators
• Attend interviews as requested by Human Resources Generalist; Responsible for statistical reporting on interviews
• Collaborates with the Human Resources Generalist to post job ads on career pages
• Schedules pre-employment medical screenings and prepares new employee orientation packets
• Enters and updates employee information in the HRIS system
• Acts as a privacy officer to ensure that confidentiality of potential candidates, new hires, current employees and retirees is protected
• Files and scans various documents for the Human Resources department; assists in preparing documents in response to Open Records requests.
• Creates and maintains employee personnel files; ensures record retention schedule is compliant; maintains destruction of personnel files
• Maintains I-9 documents for active and inactive employees
• Responsible for verification of employment for current and separated city employees
• Assists Human Resources department in the coordination and logistics of training and wellness events
• Responsible for tracking of mandatory training
• Attend onsite/offsite training requested by the Human Resources Director
• Coordinates city-wide employee recognition programs
• Collaborates with the Community Relations department on departmental marketing
• Responsible for departmental invoices, accounts payables and travel requests; reviews and reconciles purchasing card expenses; enters BS&A financials for payment processing
• Pick-up, drop-off & distribute incoming / outgoing time sensitive mail and correspondence for department.
• Provide coordination and project support around various Human Resources initiatives and deliverables for meetings and programs set-up, break down and execution
• Support project planning by providing accurate estimates and status reports
• Develop, review and implement internal processes and ensure continuous improvement
• Maintains departmental office supplies
• Back up reception duties as needed
• Answers telephone and assists Human Resources department in returning departmental voice messages, emails and responding to employee and the public inquiries and requests.
• Performs other duties as assigned by the Human Resources Director

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Requires High School diploma or equivalent; one (1) year of progressively responsible administrative work, with some experience in the public sector preferred; or an equivalent of education or experience.

Human Resources Department

Associates degree in business/public administration, human resource management, or related field preferred; three (3) years of related experience; aPHR, PHR, or SHRM-CP preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of modern office practices, methods, equipment, and standard clerical procedures.
• Knowledge of or ability to learn the department's rules, regulations, policies, and procedures.
• Knowledge of all municipal functions, contacts, and activities of various departments.
• Knowledge of use of proper grammar and spelling.
• Skill in operating a computer.
• Skill in oral and written communication.
• Skill in time management, organization, and people.
• Ability to learn, understand and apply the concepts, practices and procedures of the department.
• Ability to pay close attention to details.
• Ability to handle several projects simultaneously.
• Ability to understand and follow quickly and accurately oral and written instructions.
• Ability to prepare clear and concise reports and maintain accurate records. Ability to maintain alphabetical and chronological files.
• Ability to work independently without specific instructions.
• Ability to establish and maintain effective working relationships with City employees and the general public.
• Ability to provide excellent customer service to employees and vendors in person and by telephone.
• Ability to maintain complex records.
• Ability to have good judgment, tact and professionalism.
• Ability to multi-task with frequent interruptions.

CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS

Requires a Georgia Driver’s License.

PHYSICAL DEMANDS

The work requires standing, walking, sitting, lifting up to 40 pounds, carrying, pulling, climbing, balancing, stooping, kneeling, crouching, reaching, handling, speaking, hearing, and seeing.

WORK ENVIRONMENT       

The work is typically performed in an office environment.