What are the responsibilities and job description for the Human Resources Administrative Assistant position at City of Lancaster (PA)?
The position involves performing a variety of clerical and organizational tasks, such as managing communications, maintaining records and HR systems, coordinating schedules, and processing HR-related payments and reimbursements.
Additionally, the role ensures accurate and confidential handling of HR information, collaborates with team members to enhance service delivery, and assists in preparing materials for training sessions and other events. A strong emphasis is placed on customer service, adaptability, and maintaining professionalism in all interactions with internal and external stakeholders.
• Provides administrative support to HR staff in all functional areas of Human Resources (Benefits, Talent Acquisition, Retirees, etc.).
• Perform clerical functions such as routing mail, taking messages, phone calls and correspondence, email, scheduling meetings and events, etc.).
• Assign service request tickets to appropriate HR team members and respond to employee inquiries regarding HR policies and procedures.
• Performs front-desk customer service for the HR office.
• Processes payments/invoices for HR related expenditures and reimbursements; Gathers information/documentation and completes information requests assigned (e.g. Verification of Employment, address changes, etc.).
• Maintains office supply inventory, paper and electronic HR forms and documents.
• Update and maintain files, database and HRIS to ensure accuracy.
• Prepare training materials for Red Rose Academy and other training sessions (i.e. Sign-in sheets, handouts, evaluations, materials for activities, setting up rooms and refreshments)
• Maintain, update and archive all hard copy and digital HR related files.
• Participates in meetings assigned, ensuring proper notetaking and documentation of key discussions and action items.
• Coordinates and completes projects as assigned.
• Collaborate with other HR staff to offer the most professional, expert and seamless service to internal and external stakeholders.
• Track time and time off requests.
• Ensure accuracy and confidentiality of all HR information.
• Manage and coordinate schedules for the HR department including meetings and eve
• Knowledge of principles and processes for providing customer and personnel services.
• Knowledge of administrative and clerical procedures and systems, managing files and records, designing forms, and other office procedures.
• Knowledge of functional areas of Human Resources is preferred.
• Excellent communication skills (verbal and written) are required.
• Proficient in the use of Human Resources software is preferred.
• Proven proficiency in knowledge, understanding, and application of the Microsoft Office Suite of tools (Word, Excel, and Outlook) is required.
• Ability to operate standard office equipment (e.g. fax, multi-line phone, pc, copier, etc.).
• Proven ability to maintain strict confidentiality of all employee issues and information is required.
• Proven ability to work effectively under minimal supervision is expected.
• Demonstrated ability to multi-task.
• The ability to use tact and discretion when dealing with highly sensitive information is required.
• Ability to read, write, speak, and comprehend English is required; fluency in Spanish preferred.
• Commitment to excellence in service and to continuous improvement.
• Ability to work as part of a team and to collaborate successfully with others.
• Proven ability to adapt to new or changed situations and to show flexibility in making improvements in work processes and operations is required.
• Exhibiting customer-centered behaviors and focus on customer needs is required.
Salary : $45,000 - $50,000