Administrative Assistant (HR)

This position performs a variety of administrative tasks within the Human Resources Department.  This position assists in entering information into different databases, answering phones, filing, typing correspondence, and performing research to compile data for special assignments. The Administrative Assistant for the HR Department plays a vital role in supporting various HR functions, including assisting with risk management and the worker’s compensation.

This position reports directly to the Human Resources Director or designee. 

This position is classified an exempt, full-time positions with a 40 hour work-week.

Essential Functions:

• Performs advanced secretarial and administrative work including, but not limited to transcribing correspondence such as letters, memoranda, general orders, rules and standard operating procedures.
• Greets and assists visitors, answers the phone and directs calls; and responds to general department inquiries.
• Assists in responding  to phone and email inquiries from employees, adjusters and members of the public regarding worker’s compensation claims & risk management. 
• Assist in processing and reviewing claim documents for accuracy and completeness.
• Provide administrative support to the Human Resources Team as assigned.
• Opens, sorts and routes all correspondence to appropriate departmental personnel.
• Performs clerical duties such as scanning, filing, and managing office records and assisting in the work of the department as assigned by the Department Head.
• Files documents, drafts emails and answers telephone calls.
• Coordinates meetings, prepares agendas and if necessary takes minutes and distributes to staff.
• Manages, updates Department Head's calendar, screens phone calls, and prepares email responses, memorandums and/or letters upon request.
• Provides coverage to departmental main phone line and ensures coverage at all times.
• Manages department common area and storage room to ensure they are presentable and organized at all times.
• Takes dictation and transcribes administrative correspondence through verbal dictation and/or the use of a dictating machine or similar recording equipment.
• Assists in the coordination of departmental budgets and other finance related activities.
• Orders supplies and equipment.  Uses financial software to track purchase orders, invoices and requisitions for supplies. 
• Maintains the departments' document imaging process, including the coordination of the imaging process, the storage of images, and the assurance of the integrity of documents.
• Develops and maintains the departments' record management system including the retention schedule for documents.
• Assists with preparation, management, and execution of departmental park projects.
• Assists in management of the Munis finance system and department purchase orders, invoices, check requests, etc.

Additional Duties:

• Performs other related work as required.

Salary : $45,240 - $67,860