JOB SUMMARY

This person in this position is responsible for assisting the Human Resources Department with day-to-day operations of the department including but not limited to recruitment, new employee orientation, financial duties, and employee recognition.  The incumbent’s work generally involves public contact, maintaining a variety of records, receiving phone calls, and coordinating and scheduling meetings.

ESSENTIAL JOB FUNCTIONS

• Provides administrative support to the Human Resources Department
• Assists Human Resources Generalist with recruitment, hiring, and employee orientation
• Effectively manage schedules, calendars, travel, and expense
• Schedules pre-employment medical screenings
• Enters and updates employee information in the HRIS system
• Acts as a privacy officer to ensure the at confidentiality of potential candidates, new hires, current employees and retirees is protected
• Files and scans various documents for the Human Resources department
• Maintains employee personnel files; ensures record retention schedule is compliant; maintains destruction of personnel files
• Maintains I-9 documents for active and inactive employees
• Assists Human Resources department in the coordination and logistics of training and wellness events
• Attend onsite/offsite training requested by the Human Resources Director and Manager
• Provide coordination and project support around various Human Resources initiatives and deliverables for meetings and programs set-up, break down and execution
• Answers telephone and assists Human Resources department in returning departmental voice messages, emails and responding to employee and the public inquiries and requests
• Provides information updates, advice and general communications on all human resources functions to City personnel; answers daily questions and requests for personnel services in a timely, accurate and productive manner
• Receives, screens, takes messages and appropriately directs calls to the department; provides customer service to visitors and callers regarding information about or knowledge of department operations, policies, and procedures;
• Schedules meetings with prospective vendors and trainers/educators
• Assists in preparing documents in response to Open Records requests.
• Responsible for ensuring adherence to timeframe for submission and accuracy of first report of injuries by department Directors and Supervisors; submits injury reports to Worker’s Comp claims examiner
• 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.
• Develop, review and implement internal processes and ensure continuous improvement
• Collaborates with the Community Relations department on departmental marketing
• Serves as a member of the Safety and Wellness Committees
• Responsible for tracking of mandatory training
• Maintains departmental office supps
• Posts applicable legal notices and updates as required;
• Reception duties
• Undertakes various projects as assigned by the Human Resources Director and Manager
• Performs other related duties as assigned.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS 

A Bachelor’s degree in Human Resources, Business Administration, Public Administration or related field is preferred; and three (3) to five (5) years of related experience in a professional HR department; or an equivalent combination of education and experience.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of the specialized principles and practices of public personnel administration, including examination, classification, compensation, in-service training, service rating techniques and employee relations;
• Knowledge of local, state and federal legislation affecting personnel management;
• Knowledge of local government organization and procedures;
• Knowledge of City’s organizational structure, departmental functions and inter- relationships;
• Knowledge of the operation of general office equipment including calculator, computer keyboard, computer word processing or other programs, telephone, telephone console, or copy machine as required;
• Knowledge of basic mathematical and accounting procedures;
• Knowledge of ADP payroll software
• Skill in operating a computer;
• Skill in communicating both orally and in written form;
• Skill in researching complex issues and developing recommended actions;
• Ability to develop, implement and evaluate new and revised procedures, methods and standards;
• Ability to maintain confidentiality and exercise considerable skill in information handling, privacy of records and judgment;
• Ability to respond effectively to the most sensitive inquiries or complaints;
• Ability to define problems, collect data, establish facts, and draw valid conclusions;
• Ability to establish and maintain effective working relationships with City officials, employees and the public.

PHYSICAL DEMANDS

The work is sedentary work and requires speaking and talking.

WORK ENVIRONMENT        

Incumbent works in a safe and secure work environment that may periodically have unpredicted requirements or demands.