• Answer telephone and gives information to callers or routes calls to appropriate person in department.
• Prepares and submits all PO requests and invoices for payment for the department, to include all temp invoices, and verification of hours work.
• Orders supplies, as needed for the department. Monitors supplies for departmental needs to ensure supplies do not run out.
• Scan all terminated employee files into TCM and assist in electronic record keeping.
• Assists the Civil Service Clerk in preparing sign in sheet for police/fire exams and tracking applicants in excel. Distribute testing material upon request when civil service clerk is unavailable.
• Greet visitors, handles inquiries and directs them to appropriate persons.
• Assist the Human Resources (HR) Benefits Administrator, (HR) Generalist, (HR) Personnel Specialist and HR Manager in filing, correspondence, or other administrative tasks as assigned.
• Organizes and maintains the paper and electronic filing systems for contracts, invoices and correspondence for the HR Department.
• Assists in scheduling applicants for clerical / dispatch pre-employment testing.
• Routes, dates and distributes incoming mail and other material.
• Assists in maintaining spreadsheet for NIMS compliance.
• Maintains calendar for conference room scheduling.
• Routes building maintenance issues to 311-call center.
• Maintains routine maintenance on copy machines as needed.
• Creates and/or replaces I.D. badges for new employees, and updates badge template in Munis.
• Completes travel authorizations, books seminars and organizes travel arrangements as needed.
• Meeting minutes for special events, or planned committee meetings as requested.

Knowledge, Skills and Abilities
Must possess required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Extensive knowledge of computer software programs, such as Word, Excel, PowerPoint, Publisher and HRIS systems.
• Must be able to write business correspondence.
• Good analytical and problem‐solving skills.
• Knowledge of principles and practices of organization, planning, records management and general administration.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Ability to handle confidential materials/matters with the utmost integrity.
• Ability to work cooperatively and communicate with co-workers, customers and employees.
• Must be able to demonstrate a typing skill of 50 words per minute.
• Ability to work independently to complete tasks assigned.

Work Schedule
Part-Time is limited to no more than 28 hours per week. Flexibility in scheduling is required.
Typical weekly scheduling would be:
- Monday - 8:00 am - 5:00 pm
- Tuesday - 8:00 am to Noon
- Wednesday - 8:00 am -5:00 pm
- Thursday - 8:00 am - Noon
- Friday - 8:00 am - Noon
Education and Experience
High school diploma or equivalent. Two to four years’ experience in an administrative capacity, preferably within a Human Resources department.