ADMINISTRATIVE SUPPORT II

The City of Billings is seeking a candidate for Administrative Support II - Human Resources to assist the Human Resources department with the administrative work and performs a wide variety of general clerical and technical work for Human Resources.

Salary Range: $21.4623 - $24.8841 per hour. Salary reflects Step 1 and Step 4 of a 7-step pay scale. Salary at hiring will be dependent upon the applicant's education, experience, and training.

Work Schedule: Monday through Friday, 8:00 a.m. - 5:00 p.m.

Required Qualifications And Skills

• High school diploma or equivalent.
• Three (3) or more years of combined education and experience, or equivalent.
• Must have strong interpersonal skills.
• Must have the ability to operate personal computer and be proficient with Microsoft Office applications, or equivalent.
  
  

Preferred Qualifications And Skills

• Experience with city government and knowledge of department or function operations.
  
  

Essential Duties And Responsibilities

• Answers and screens calls or greets walk-in visitors.
• Assists the public with administrative requests for information.
• Receives and distributes department mail and prepares and posts department correspondence.
• Posts all job vacancies as they become vacant.
• Emails all job postings to all City staff.
• Prepares local, regional, and national media advertisements for job vacancies.
• Makes recommendations to hiring supervisors on when, where, and how long to advertise job vacancies.
• Notifies and works with Job Service regarding opening and closing dates and testing requirements for positions.
• Updates positions when they become vacant.
• May setup technology for virtual interviews.
• Reviews and updates job descriptions.
• Collects and compiles job vacancy applications.
• Verifies that applicants have fulfilled all requirements and have required credentials.
• Maintains separate files and tracking records pertaining to each individual job vacancies.
• Assists applicants with online application questions and technical issues.
• Interacts with applicants.
• Answers questions.
• Responds to applicants on late and incomplete applications.
• Manages seasonal and temporary employee hiring process.
• Updates Human Resources information on the City's website.
• Places or ensures proper placement of application materials in paper or electronic file folders.
• Monitors records retention policies and ensures compliance.
• Controls access to personnel and medical files.
• Makes or scans copies of personnel file materials as necessary.
• Responds to Human Resources Public Records Requests.
• Reviews content and proofs documents for accuracy and web publishing.
• Proofreads materials.
• Prepares documents for posting on web locations.
• As requested by department staff, research files or public sources of information to gather data requested.
• Prepares tables, lists, spreadsheets, databases, reports or other documents.
• May complete and submit routine reports.
• Inputs and collects applicant survey information.
• May submit initial liability insurance claims.
• May submit initial First Report of Injury as it relates to worker's compensation claims.
• Schedules meeting rooms and equipment.
• Maintains and orders office supplies.
• Prepares memos as directed.
• Operates modern office machines and equipment.
• Coordinates travel reservations.
• Prepares monthly new hire and termination/retirement reports for Teamsters Union.
• Processes address changes.
• Serves as backup to other Human Resources staff.
  
  

Equal Opportunity Employer.