Job Description

The Town of Bel Air is seeking to hire an administrative secretary in the Department of Human Resources and Administration. This is a multifunctional responsible administrative position that requires exercise of judgement and confidentiality in the application of human resources policies and procedures and methods in handling office operations and administrative details. This position reports to the Director of Human Resources and Administration. The normal work schedule is Monday through Friday from 8:00 AM to 4:30 PM.

Job Summary
Assists the Director with tasks and responsibilities within the department including but not limited to human resources, public administration, legislative administration, budget, clerical, correspondence, records, and retention, and providing in person and telephone customer service to the public.

Essential Functions
(Functions listed are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Must be capable of performing the duties of a Secretary III. Ability to work independently in the absence of specific instructions or supervision. Ability to use tact and diplomacy and maintain effective working relationships with others.
Plans, organizes, and supervises the work of clerical subordinates, as assigned by the Department Head, in a manner conducive to efficient performance and high morale.
Composes replies to a variety of complex correspondence. Prepares routine correspondence for Department Head or other officials. Screens visitors, telephone calls and incoming mail. Maintains appointment calendar(s) petty cash funds and purchasing accounts. Makes travel arrangements and processes all related forms for advances and reimbursements. Assist Department Head and other officials on departmental projects.
Searches files and a variety of other source materials, if necessary, to compile information for a specific project or research activity.
Assists Department Head with budget preparation for the upcoming fiscal year. Prepares payroll, including leave records for all employees in the department on a bi-weekly basis. Maintains all departmental personnel and training records. Types forms, charts, statements, and confidential investigations. Assures department confidential matters are handled appropriately and remain privileged.
Explains departmental policies, procedures, and programs to other personnel and to the public. May be responsible for ordering uniforms/uniform accessories, supplies, and equipment. Assures adequate office supplies are available for the department’s daily activities.
Makes suggestions for improvements of department procedures and operations.
Performs other duties as assigned.

Examples of Work
Customer Service Responsibilities - maintains effective working relationships with others and always demonstrates a cordial demeanor; greets and assists visitors and the public with questions or concerns; answers telephones, directs calls and takes messages.

Administrative Responsibilities - maintains and organizes all department files and records, both physical (paper) and electronic files; composes or replies to a variety of complex and routine correspondence for Dept. Head and other officials; creates forms, charts, statements and prepares informational packets, reports, and binders on a regular basis; maintains appointment calendar(s) and schedules meetings; monitors petty cash funds and purchasing accounts and prepares vouchers and audits invoices; operates postage machine and processes incoming and outgoing mail; updates town and department website pages; assists with departmental projects; searches files and a variety of other source materials, if necessary, to compile information for a specific project or research activity; assists with budget preparation for the upcoming fiscal year; makes travel arrangements and processes all related forms; uses graphic design skills to create certificates, proclamation, brochures, flyers, postcards and other promotional materials; plans annual events, luncheons, and other functions; processes applications for permits and licenses; assures adequate office supplies are available for the department’s daily activities.

Human Resources Responsibilities - maintains human resources database(s) and intranet; processes benefit enrollments, changes, and terminations; maintains and updates other insurance records as needed; maintains and updates personnel manual and job descriptions as needed; prepares department payroll time sheets; maintains attendance records for all employees on a bi-weekly basis; organizes and updates benefits and other human resources forms; explains benefits, policies, procedures and programs to other personnel.

General Responsibilities - ability to work independently and initiate and accomplish department projects; assures department confidential matters are handled appropriately and remain privileged; makes suggestions for improvements of department procedures and operations; performs other duties as assigned.

Knowledge, Skills, and Abilities
Expertise in Microsoft Office including Word, Excel, PowerPoint, Outlook, and Access is required; experience with electronic document management systems is preferred; ability to communicate professionally, work independently, maintain complex records, and prepare reports; ability to type quickly and accurately; capable of handling confidential material; human resources experience and an associate’s or bachelor’s degree is preferred.

Minimum Experience and Training
High school graduate or equivalent with at least three years of related work experience is required.

Physical and Environmental Conditions
Work occurs in a normal office environment with acceptable lighting, temperature, and air conditions. Occasional light lifting of materials up to twenty pounds and sitting for extended periods of time viewing a computer monitor and detailed data. Requires repetitive motion in the operation of a computer.
Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices or meeting and training rooms, e.g., use of safe workplace practices with office equipment, avoidance of trips and falls, and observance of fire and building safety regulations.

The above job description is not intended as, nor should it be construed as, exhaustive of all responsibilities, skills, efforts, or working conditions associated with this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this job.

Company Description

The Town of Bel Air’s central location as the county seat has earned the town the slogan as "The Heart of Harford," with the various county and state agencies, regional medical facilities, shopping, entertainment, and recreation opportunities conveniently placed within easy access for citizens of Harford County Maryland. The town’s excellent schools, safe and clean neighborhoods, and historic district add to its appeal for residents and businesses.
We are always looking for talented, self-motivated individuals to help us uphold our mission to provide outstanding services that meet the changing needs of its citizens and businesses, thereby enhancing the quality of life for all who live and work here. If you want to help us uphold our values of service, respect, communication, and accountability, then we encourage you to continue with this applicant friendly, online job application!
The Town of Bel Air is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.

Benefits

• Health Insurance
• HSA (Health Savings Account)
• Flexible Spending Accounts for Health Expenses on a Pre-tax Basis
• Dental Insurance
• Vision Insurance
• Retirement - Pension (Defined Benefit Plan)
• Retirement - 457 Deferred Compensation Plan
• Life Insurance
• Short-term and Long-term Disability
• Annual Leave Paid Vacation
• Sick & Safe Leave
• Holidays Paid Leave
• Personal Leave
• Funeral Leave
• Family & Medical Leave
• Military Leave
• Civil Leave (jury duty)
• Service, Safety and Attendance Award Program
• Employee Assistance Program
• AFLAC