Confidential Secretary - Human Resources

JOB OVERVIEW
The City of Harrisburg is accepting applications for the position Confidential Secretary for Human Resources in the Bureau of Human Resources. The employee in this position performs highly sensitive and confidential administrative and secretarial work which requires the ability to exercise judgment based on city-wide policy and procedures. The incumbent must possess a high degree of flexibility in the application of administrative skills. The position has frequent contact with City personnel and the general public. This position is responsible for performing specific assignments in support of the Bureau of Human Resources and works under the supervision of the Director of Human Resources. This is a management, FLSA-exempt position.

COMPENSATION & BENEFITS
The City of Harrisburg offers a salary range of $50,000.00 to $52,000.00. (commensurate with experience and qualifications). This full-time position also includes an excellent benefits package: defined pension plan, paid holidays, paid time off (vacation, sick and personal time) and health care benefits (medical, dental, prescription and vision).

if interested, please submit a cover letter, your résumé, three employment references and salary history to (electronic submission preferred):

HR@harrisburgpa.gov
or
ATTN: Human Resources
The City of Harrisburg, Suite #402
MLK City Government Center
10 North 2nd Street
Harrisburg, PA 17101

Wanda R.D. Williams, Mayor

JOB TITLE M-4

CONFIDENTIAL SECRETARY – DEPARTMENT OF ADMINISTRATION – BUREAU OF HUMAN RESOURCES

GENERAL STATEMENT OF DUTIES:

The employee in this position performs highly sensitive and confidential administrative and secretarial work which requires the ability to exercise judgment based on city-wide policy and procedures. The incumbent must possess a high degree of flexibility in the application of administrative skills. The position has frequent contact with City personnel and the general public. This position is responsible for performing specific assignments in support of the Bureau of Human Resources and works under the supervision of the Director of Human Resources. This is a management, FLSA-exempt position.

EQUIPMENT/JOB LOCATION:

Work is performed at the Rev. Dr. Martin Luther King, Jr. City Government Center, Bureau of Human Resources, 10 North 2nd Street, Harrisburg PA. The position requiresthe use of a personal computer, Microsoft software (Word, Excel, Outlook, etc.), photocopier/scanner, printers, camera, fax, multiple-line telephone, calculator and other technological devices as necessary or required. Duties are typically performed weekdays from 8:00 a.m. to 5:00 p.m. or at the discretion of the Director; some evening, weekend and holiday may be required.

ESSENTIAL FUNCTIONS:

Work involves, but is not limited to, the following: Acts as the Bureau of Human Resources receptionist, welcomes visitors, answers and routes phone calls and takes messages. Responds to questions from the public and city workers. Types letters, memoranda, documents, statistical reports, directives, and related materials for the Bureau of Human Resources. Creates databases and merges data into form letters/memoranda or other correspondence as required. Screens, classifies and enters applications into the personnel system, purging applications for archives or to be destroyed. Handles recurring, but not necessarily routine matters; refers those situations requiring special attention to the appropriate official. Distribute incoming U.S. and inter-departmental mail. Manages the collection of repayment for overpayments made to former employees. Assist with Right-to-Know requests as needed. Prepares City photo identification cards, when needed. Assists in posting and distributing internal job announcements. Assists with coordinating and preparing for meetings. Attends meetings upon request and prepares notes of the proceedings. Provide support with part-time/seasonal hiring. Assist other staff as needed. Performs general filing and photocopying duties. Assists with maintaining and updating personnel records, such as employment eligibility forms, residence changes, emergency contact, drivers’ license updates, awards, training, beneficiary information and disciplines. Maintains office supply inventory by checking stock and anticipating needed supplies, placing orders if needed. Maintains regular, punctual and predictable attendance. Reports to work and remains at work in a productive condition which includes not being under the influence or impaired by the use of alcohol and/or drugs. Establishes and maintains an effective working relationship with supervisors, co-workers and the general public. Completes all assignments in an efficient, consistent and timely manner.

NON-ESSENTIAL FUNCTIONS:

Performs other duties as assigned or required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Must be able to work in a fast-paced environment with a high degree of multitasking and problem-solving skills.
• Exceptional organizational skills and attention to detail.
• Knowledge of personnel policies and procedures and general municipal operations.
• Must possess interpersonal skills required to handle sensitive and confidential situations or information with considerable knowledge of office rules, regulations and procedures.
• Essential skills in maintaining of confidential records and files.
• Ability to handle sensitive situations with discretion and sound judgment.
• Experience with Microsoft Office Suite.
• Excellent verbal and written communication skills.
• Ability to prepare and manage correspondence, documents and reports.
• Ability to understand and follow instructions, given verbally and in writing.
• Ability to work with minimal supervision.
• Ability to exercise sound judgment demonstrating a professional and courteous manner with elected officials, department heads, city employees and the general public.
• Ability to type a minimum 25 words per minute with 85% accuracy.

QUALIFICATIONS:

High school diploma or its equivalent. prior secretarial or administrative experience, preferably in a Human Resources setting; experience with Microsoft Office; some business school or related college courses desirable or any equivalent combination of experience and training which provides the required knowledge, skills and abilities. A valid Pennsylvania Driver’s License, Class C, or equivalent required.