Administrative Assistant III - Human Resources

The incumbent performs specialized and responsible administrative work for the Department. The incumbent is responsible for relieving Human Resources staff of operational and administrative details. The incumbent works with considerable independence within the scope of established policies and procedures. The incumbent requires discretion and diplomatic skill in representing policies and working effectively with City personnel, officials, and the public.

• Answers the telephone and assists the public and employees regarding questions related to employment, benefits, procedures, and all matters related to Human Resources.

• Takes minutes, composes, and types correspondence for HR staff as assigned.

• Prepares and maintains departmental records, reports for meetings, notices, and other matters.

• Responds to public records requests.

• Coordinates grievance and arbitration hearings, and types grievance responses as directed by the Human Resources Manager.

• Takes and transcribes minutes of meetings.

• Opens and distributes incoming departmental mail and prepares outgoing mail.

• Prepares purchase requisitions, purchase orders, warehouse requisitions, and travel requests.

• Processes payment of invoices.

• Prepares files and performs filing as needed.

• Updates departmental and City-wide Human Resources forms.

• Orders departmental supplies.

• Compiles and prepares reports and surveys; searches files and other sources to develop background materials; assists in a variety of office tasks.

• Prepares and maintains Human Resources payroll records.

• Prepares Human Resources files to be sent to the off-site storage site and coordinates retention and destruction of records.

• Maintains calendar for the Human Resources Conference Room.

• Completes employment verifications both orally and in writing.

• Coordinates City-wide blood drives.

• Travels as needed.

• Performs the duties of the Human Resources Generalist in their absence.

• Performs other assigned duties as assigned.

• High School Diploma or equivalent;  

• Three (3) years of related experience;  

• Work experience may be substituted for higher education.

• The applicant must be proficient in Microsoft Office Outlook, Word, and Excel with some experience in Publisher applications.  

Licenses, Certifications or Registrations:

• Must possess and maintain a valid Florida driver's license. Applicants who possess a valid out of state driver's license must obtain the Florida driver's license within 10 days of employment.

• Preferred qualifications include college coursework in business office practices, experience working in a Human Resources office, work experience at the local, State or Federal government, and certification as a Certified Professional Secretary (CPS).

• Knowledge of business English, spelling, punctuation, and mathematics.

• Knowledge of current office procedures and practices in planning and organizing work to meet goals and objectives.

• Skill in taking minutes from spoken conversations.

• Skill in the use of a personal computer and various applications programs.

• Ability to make independent decisions and to assist in routine Managerial decisions.

• Ability to work effectively and courteously with the public and other employees.

• Ability to follow complex written and oral directions.

• Ability to carry out a wide scope of clerical procedures.

• Ability to compose effective and accurate correspondence and reports.

• Ability to deal with non-routine matters.

• Ability to operate modern office equipment.

• Ability to type with speed and accuracy.

• Ability to operate a motor vehicle in a safe and efficient manner.

PHYSICAL DEMANDS: 

• Ability to type on computers and typewriters for extended periods of time without rest and at a fast speed.

• Ability to see, read, write, and type messages, files, forms, labels.

• Ability to kneel, squat, sit, and stand for extended periods of time without rest.

• Ability to work under pressure of deadlines.

• Ability to work accurately in a noisy and stressful environment

• Ability to stand and walk when going to copy room, retrieving mail, and delivering correspondence to other divisions.

• Ability to use fingers, hands, and wrists while operating various office machines and writing messages.

• Ability to print or write legibly when taking messages for other staff.

• Ability to handle stress when working with deadlines.

• Ability to work regularly scheduled hours with little moderation.

• Ability to work in confined spaces or small working areas.

• Ability to lift and carry packages that weigh up to 20 pounds.

• Ability to reach and grasp objects.

• Ability to hear when required to answer phones.

• Ability to speak English when communicating with co-workers and the public.