Office Operations Specialist - HR

TOWN OF WEST HARTFORD
Job Posted: August 8, 2025 Closing Date: August 22, 2025, at 11:59pm

Salary Range: $67,626 – $83,772 Non-Union Confidential Position

Job Purpose
Responsible for organizing and coordinating human resources office operations and procedures in order to ensure organizational effectiveness and efficiency. Assists in the coordination of gathering information and preparing confidential reports and other documents. Providing project supervision in recruitment efforts, and perform all types of clerical/administrative work. This position will report to the Director of Human Resources.

Essential Job Functions/Results

• Develops, implements, and maintains efficient and effective office procedures according to established or standard office procedures.
• Schedule interviews, prepare correspondence such as letters of offer, and other onboarding documentation.
• Monitors expenditures utilizing financial reports to ensure proper budget administration.
• Conducts independent research studies.
• Makes recommendations on administrative projects and problems across all department advisors.
• Prepares and processes accounts payable invoices.
• Assists Department Director with day-to-day administrative tasks.
• Prepare statistical reporting information based on recruitment efforts.
• Office point of contact person for both internal and external customers.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively to provide quality customer service.
• Prepare monthly data reports as required by State and local organizations.
• Performs special assignments and studies as requested.
• Uses all types of office equipment such as personal computers, computer terminals, photocopy machines, telephones and call routing features, facsimile machines, other business office equipment and provides for their maintenance as necessary.
• Inputs data and conducts reports using ERP and HRIS.
• Keep abreast of new and emerging technologies and identify opportunities for implementation, including Web Application software.
• Arranges for meetings and schedules appointments for principals.
• Maintains inventory of office supplies, materials, and equipment and assures all supplies required are available and distributed in a timely manner.
• Coordinates installation of new systems, procedures, and methods.
• Develops, compiles and coordinates data for reporting. Prepares statistical and narrative reports of some complexity. Responds to requests for information with minimal direction.
• Has distinct responsibility for multiple programs that involve independent judgment.
• Answers inquiries requiring research, interpretation and/or explanation.
• Meets the public through telephone and/or in-person inquiries. Provides information and advice to public or interested parties directly on services. Resolving customer complaints within scope of authority.
• Works with contractors, vendors, and professional agencies to coordinate services.
• Manages and supervises subordinate staff. Provides input to subordinate staff’s performance evaluation.
• Conducts training programs to enhance efficiency and productivity of department.
• Investigates and resolves discrepancies of accounts to the general public and/or vendors.
• Organizes, prepares and maintains department records and other files.
• Prepares internal and external correspondence in hard copy and electronic media and varied formats without instruction.
• Advises department on budget problems, policies and procedures and assists in the maintenance of proper budgetary controls.
• Assists in the preparation of department budget by compiling information, and other budget proposals. Prepares and processes purchasing requisitions.

Knowledge, Skills, and Abilities

• Proficient in all Microsoft Office programs (Outlook, Word, Excel, PowerPoint, Publisher)
• Ability to develop, implement and maintain a variety of appropriate filing systems, and data tracking systems.
• Proficient in the development of office correspondence.
• Ability to follow oral and written directions.
• Ability to use considerable initiative and creativity to identify and resolve situations.
• Ability to independently prepare accurate and comprehensive reports, correspondence or other assignments.
• Knowledge of procurement processes.
• Ability to analyze, plan, create and implement municipal and departmental rules and procedures.
• Ability to independently prepare accurate and comprehensive reports, correspondence or other assignments.
• Ability to interact with employees and the public in a courteous and professional manner.

Required Qualifications

Bachelor’s Degree in Business Administration or related field; or an Associate’s Degree in Secretarial Science or related field and five (5) years of increasingly responsible office administration or secretarial experience; demonstrated proficiency with Microsoft Office products ; or other similarly responsible position or a combination of comparable training and experience deemed equivalent by the Director of Human Resources.

To apply, visit our website at www.westhartfordct.gov and click on “Job Openings”. All applications must be submitted by the posted deadline.
Method of Selection
Weight Passing Score
Oral Board Examination 100% 70%

The Town reserves the right to limit the number of candidates invited to each phase of any selection process. Candidates must achieve a passing score of 70% on the Oral Board Examination in order to have their name placed on the Eligible List.

It is the policy of the Town of West Hartford that discrimination in any way on the basis of race, color, religion, ethnicity, national origin, ancestry, sex, age, sexual orientation, genetic information, gender identity/expression, marital status, citizenship, veteran status, military/veteran status, political belief, criminal record, disability or any other protected status in accordance with the requirements and any exceptions under applicable state or federal law toward employees is strictly prohibited and will be not be tolerated.

8.8.2025
MAH