Administrative Assistant To The HR Director

City Of Madison, AL Madison , AL 35758

Posted 2 months ago

General Position Summary

  • $0 Cost Individual Medical.
  • RSA Retirement Benefits.

This position may remain open until filled or until we receive a sufficient number of applications.

The Administrative Assistant to the Department Head primarily provides support to the Department Head, completing various higher level projects, processes and tasks assigned by the Department Head. Work requires a higher level of confidentiality, sensitivity and good judgment. Responsibilities may also include work with budgeting, preparation of various types of documentation, development of reports and publication, performance of research and analysis, drafting and distribution of various types of correspondence, scheduling and facilitation of departmental events and meetings, facilitation of internal and external contacts and follow-up, or any other tasks to assist the Department Head with duties and priorities. All work is assigned at the discretion and direction of the Department Head and performed under general supervision. Responsible for a high volume of department files which must be maintained at a high level of accuracy, including permanent records and records with varying retention requirements.

Examples of Responsibilities

  • Provides administrative support to the Department Head, and supports the Department Head with budgeting, accounts payable, preparing various documents and reports and other administrative processes.

  • Performs departmental clerical duties including typing, filing, mail processing, schedule and meeting coordination, record keeping, screening, and other clerical duties as assigned by the Department Head.

  • Performs research and preparation of various reports and documents in Excel and HRIS Business Analytics. Provides administrative assistance to prepare a wide array of letters, correspondence, administrative reports.

  • Maintains varied and complex records associated with Human Resources functions. Organizes and maintains the high volume of business files in the Department maintains and develops databases of files, including the establishment of subject matter indexing. Must maintain hard and electronic file integrity of all historical departmental policies, contracts, decisions, actions and practices, including permanent records and other records with legal retention requirements.

  • Evaluates and manages the State and Federal requirements for the safekeeping and the destruction of HR records, and coordinates the destruction and retention process for all HR records. Responsible for auditing files for compliance, completeness and accuracy.

  • Manages the service window for HR services, including directing employees to the appropriate coordinator, etc.

  • Coordinates employee events (small and large) and setup for meetings for the Department Head.

  • Assists Department Head with budgeting process.

  • Maintains HR-manuals and numerous HR employee and department forms and distributes to various departments and employees copies of HR-related policies, minutes and actions as applicable to Human Resources.

  • Performs salary and other surveys and other research for the Department Head.

  • Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

  • Manages the city's electronic application system, keeping job descriptions and class specifications/job requirements up-to-date in the electronic system. Also responds to applicants inquiring about positions and application requirements.

  • Manages the internet processes and information for the department.

  • Responds to a variety of departmental and public requests for information; provides requested information or services when authorized or refers to appropriate individual for response.

  • Edits and publishes employee newsletter and other employee communications.

  • Orders supplies for the Department, and processes purchasing and payment paperwork following accounting/purchasing guidelines established by Finance, and maintains a complete set of account records to track expenditures and balances for the department. Serves as time-keeper for the department.

  • Schedules training, communicates offerings, manages registration and facility and equipment requirements, and tracks training records and generates reports for training offered or coordinated by the Department.

  • Serves as recording secretary and/or prepares minutes for Safety Meetings and other meetings held by the HR Department Head.

  • Must process certified mail and overnight mail, and must deliver legally required certificate of mailing documents to Post Office.

  • May be required to assists as backup for HR Coordinator functions in the department, including processing benefit forms, worker's compensation reporting and tracking, and other standard processes.

  • Performs other administrative duties as assigned by the Department Head.

Job Conditions:

  • Ability to consistently demonstrate a high level of judgment and discretion required for maintaining confidential and sensitive information.

  • Strong background record required, due to accessibility to employee and city records and data, and frequent interaction with public.

  • Job may require occasional overtime or attendance at evening meetings with minimal notice.

  • Job requires flexibility in clerical work assigned.

  • Must maintain a strong driving record for city-insurance purposes, and record may be periodically checked by the city.

  • Must be able to work productively with frequent interruptions.

  • Must maintain professional personal demeanor, appearance and work area, to maintain professionalism in greeting the public as the departmental representative.

Minimal Qualifications

  • A high school diploma is required, with additional education in office practices and computer applications preferred, and some college-work related to duties preferred.

  • Knowledge and experience of principles and procedures used in maintaining and controlling a complex filing system.

  • Five years of progressive, related administrative experience.

  • Advanced Microsoft Word and Excel skills required.

  • Competency with HRIS or similar system highly preferred.

  • Strong work history of dependability and performance.

  • Current driver's license for city related errands.

  • Experience with similar essential functions.

Supplemental Information

  • Demonstrated ability to perform essential functions.

  • Demonstrated ability to work with confidential and highly sensitive information and ability to be discrete and protect confidential documents and information in a busy work area.

  • Demonstrated strong computer skills (including advanced Word, Excel) required. Skilled in HRIS or similar system. Ability to run various HRIS reports using Business Analytics.

  • Demonstrated ability to process a high volume of records with a high decree of accuracy and attention to detail.

  • Strong complex filing skills. Demonstrated knowledge of principles and practices of office management and file management according to HR related public records laws (both electronic and hardcopy).

  • Demonstrated team and interpersonal skills.

  • Demonstrated ability to multi-task with multiple interruptions, while being required to process various confidential forms and documents simultaneously.

  • Strong communication skills to communicate with the public by telephone, in person and in writing.

  • Demonstrated ability to interact with employees waiting for services or information.

  • Ability to follow instructions and to work independently with minimal supervision.

  • Prioritization, organization, scheduling and follow-up skills required.

  • Ability to quickly research and gain knowledge of State and Federal laws on various Human Resources and employee records independently.

  • Ability to produce written documents with clearly organized thoughts using proper English sentence structure, punctuation and grammar.

  • Ability to make mathematical calculations rapidly and accurately.

  • Ability to operate standard office equipment (including personal computer, printers, calculator, fax machine, typewriter and copy machines).

  • Demonstrated time management skills and initiative (to stay productive during all work hours).

  • Ability to cross-train in other areas in the department.

  • Must be a self-starter and able to stay on task.

Physical Capabilities:

  • Ability to be mobile in order to handle boxes of documents and files, operate various office equipment, and perform a high volume of filing.

  • Ability to communicate verbally and orally with public in person and over the telephone.

  • Occasionally lift and carry up to 25 pounds.

  • Ability to stand/sit for extended periods of time.

  • Ability to work on computer for extended periods of time.

  • Must be able to drive.

  • Ability to multi-task and work in a stressful environment at times.

  • Ability to hear well enough to take minutes at meetings in a prompt manner and to communicate with public.

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Administrative Assistant To The HR Director

City Of Madison, AL