Administrative Assistant (HR)

This position performs a variety of administrative tasks within the Human Resources Department. This position assists in entering information into different databases, answering phones, filing, typing correspondence, and performing research to compile data for special assignments. The Administrative Assistant for the HR Department plays a vital role in supporting various HR functions, including assisting with risk management and the worker's compensation.

This position reports directly to the Human Resources Director or designee.

This position is classified an exempt, full-time positions with a 40 hour work-week.

Essential Functions

• Performs advanced secretarial and administrative work including, but not limited to transcribing correspondence such as letters, memoranda, general orders, rules and standard operating procedures.
• Greets and assists visitors, answers the phone and directs calls; and responds to general department inquiries.
• Assists in responding to phone and email inquiries from employees, adjusters and members of the public regarding worker's compensation claims & risk management.
• Assist in processing and reviewing claim documents for accuracy and completeness.
• Provide administrative support to the Human Resources Team as assigned.
• Opens, sorts and routes all correspondence to appropriate departmental personnel.
• Performs clerical duties such as scanning, filing, and managing office records and assisting in the work of the department as assigned by the Department Head.
• Files documents, drafts emails and answers telephone calls.
• Coordinates meetings, prepares agendas and if necessary takes minutes and distributes to staff.
• Manages, updates Department Head's calendar, screens phone calls, and prepares email responses, memorandums and/or letters upon request.
• Provides coverage to departmental main phone line and ensures coverage at all times.
• Manages department common area and storage room to ensure they are presentable and organized at all times.
• Takes dictation and transcribes administrative correspondence through verbal dictation and/or the use of a dictating machine or similar recording equipment.
• Assists in the coordination of departmental budgets and other finance related activities.
• Orders supplies and equipment. Uses financial software to track purchase orders, invoices and requisitions for supplies.
• Maintains the departments' document imaging process, including the coordination of the imaging process, the storage of images, and the assurance of the integrity of documents.
• Develops and maintains the departments' record management system including the retention schedule for documents.
• Assists with preparation, management, and execution of departmental park projects.
• Assists in management of the Munis finance system and department purchase orders, invoices, check requests, etc.
  
  

Additional Duties

• Performs other related work as required.
  
  

MINIMUM EDUCATION AND TRAINING

• An Associate's degree from an accredited college in Public Administration, Business Administration or related field, or 60 (sixty) earned college credits.
• Three (3) years' experience in the performance of general secretarial and clerical work.
• Must possess a valid drivers license with an acceptable driving record.Â
  
  

Minimum Qualifications And Standards Required

Knowledge, Skills and Abilities:

• Must be fluent in the English language. Â Ability to communicate in Spanish is a plus.
• Considerable knowledge of modern office practices and procedures.
• Must be computer literate with knowledge of Microsoft Word, Publisher, Power Point, Excel, WordPerfect or a similar program.
• Must possess excellent customer service skills.Â
• Ability to accept, receive and/or collect payments.
• Ability to prepare and/or process purchase orders.
• Ability to be held accountable for inventory within the department.Â
• Ability to manage the budget within assigned unit/division.
• Ability to manage the budget within assigned department.
• Ability to use small office equipment, including copy machines or multi-line telephone systems.
• Ability to use computers for data entry.
• Ability to get along with others and work effectively with the public and fellow workers.
• Ability to meet and deal with the public and co-workers in an effective and courteous manner.
• Ability to deal with confidential and sensitive matters.
• Must be a non-smoker.
• The minimum requirements may be waived by the City Manager.
  
  

Physical Requirements

• Ability to balance, finger/grasp/handle with the hands or fingers; make rational decisions; reach with the hands and arms; express ideas through speaking accurately/loudly/quickly; use visual acuity to perform activities such as viewing a computer terminal; and walk from one work site to another.
• Ability to exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.