Administrative Assistant for Human Resources (Part-Time)

The Administrative Assistant is responsible for performing a variety of human resources clerical duties.

Duties Include, But Are Not Limited To

• Provides exceptional customer service to all employees within the Town,
• Answer the telephone and provide an appropriate response or inform the Director of Human Resources if the question cannot be answered.
• Provides information and answers questions using a fax, e-mail or regular mail.
• Scans and e-mails documents.
• Files documents according to strict guidelines into an existing file system.
• Completes I-9 verification for Everify in NeoGov
• Maintains all employee I-9 records and completes random audits to ensure compliance.
• Develops and maintains spreadsheets to be used as data for various reports.
• Manages documents in an electronic storage device.
• Prepare items needed for onboarding full-time hires including but not limited to creating new hire packets and entering all new hires in Kronos.
• Conducts all part-time onboardings for Parks and Recreation. HR Specialists can assist as needed.
• Creates bi-weekly HR draft for the Town Council Meetings.
• Assists the Human Resources Director in auditing time records in Kronos.
• Assists with various human resource-related projects and assignments.
• Prepares and maintains biweekly employee reports to include Bureau of Labor Statistics, IN Hire Reporting Center and other regulatory agencies as well as new-hire and absentee reports.
• Maintains org chart in TrackIt for all full-time employees and some year-round employees.
• Completes administrative duties to include attending meetings, reviewing statistics and reports, completing various reports, filing, drafting correspondence, compiling materials, approving invoices, answering inquiries, etc., as needed.
• All other duties as assigned by Director of Human Resources.
• Maintains an effective communication process with the Director of Human Resources.
  
  

Supervisory Responsibilities: This job has no supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty according to the requirements of the organization. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

Town-related Competencies: To perform this job successfully, all employees working in the Town should demonstrate the following competencies:

• Teamwork and Collaboration - Gets along with and maintains positive relationships with coworkers. Is willing to help with all types of work, no matter how big or small the task. Asks for and listens to coworkers’ feedback; incorporates feedback into revised processes. Positively reinforces team members for their contributions and accomplishments. Admits mistakes when they occur, learns from them, and enables others to do the same.
• Service to Citizens - Always represents the Town of Plainfield well; maintains personal accountability and ownership for customer service. Lets customers know that they are willing to work with them to meet their needs. Follows up to ensure that requests and concerns are resolved. Understands customer problems and needs; quickly and effectively solves customer problems. Does more than what is normally required to resolve customer concerns.
• Professionalism - Demonstrates professionalism in appearance and actions. Maintains timely, personable, and effective communications with citizens and the general public, and local or intergovernmental contacts and neighboring community leaders. Demonstrates flexibility and a positive attitude when change occurs. Does not participate in conversations or actions that are disrespectful to others. Uses Town resources and assets wisely, efficiently, and according to Town policy.
• Dependability - Attends work as scheduled; follows the attendance policy and informs his/her manager of absences in advance. Accepts assignments willingly and can be counted on to complete tasks on time. Completes tasks accurately and thoroughly, eliminating the need for close review. Timely follow-through on tasks and projects issued by the Department Head, Town Manager, or Town Council. Does what they commit to doing.
• Interpersonal Communications - Communicates clearly, accurately, and respectfully with coworkers and customers. Keeps the Town Council well-informed of any incidents or issues; especially regarding offsite incidents. Keeps sensitive and confidential matters private. Listens to others and seeks to understand others’ perspectives. Willingly accepts feedback and incorporates it into work activities and interactions.
• Job Knowledge and Work Habits - Takes pride in work and coworkers; performs work with a positive attitude that enables others to perform well. Is willing to ask questions when the job or task is not fully understood. Willingly participates in training to maintain or enhance current knowledge of principles, procedures, methods, and/or technology. Maintains an optimistic outlook when faced with difficulty or change and makes an effort to overcome obstacles. Retains the expected job knowledge; helps others by sharing knowledge.
  
  

Job-related Competencies – To perform this job successfully, employees in this job should demonstrate the following competencies:

• Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Oral Communication -Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication – Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
  
  

Education and/or Experience: High school diploma or general education degree (GED); and three years related experience and/or training; or equivalent combination of education and experience. Previous clerical and/or administrative experience working in a government related environment is desired.Other Skills and Abilities: The following skills and abilities are either required or desired.

• Computer software skills required include: Microsoft Outlook, Word, Excel, PowerPoint, Munis, Tenzinga, and KRONOS.
• A basic understanding of general accounting principles and practices and report writing, while paying close attention to detail is required.
• The ability to make sound and rational decisions including exercising independent judgment within established protocols and guidelines is required.
• The ability to enforce rules and follow all established protocols and guidelines is required.
• The ability to multi-task and work in a fast-paced environment while providing exceptional customer service is required.
• The ability to operate a multi-line telephone system is required.
• The ability remain current with all required licenses, certifications and in-service requirements is required.
• The ability to operate a computer, printer, copy machine, scanner, fax machine, and other office equipment is required.
• The ability to speak, read and write in English is required. Spanish is desired.
  
  

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee is regularly required to sit; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; climb or balance; and stoop, kneel, crouch, or crawl; and taste or smell. The employee is frequently required to lift and/or move up to 25 pounds.

Specific vision abilities required by this job include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point), depth perception (three-dimensional vision, ability to judge distances and spatial relationships), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee occasionally is exposed to working near moving mechanical parts and the risk of electrical shock when working with office equipment and outdoor weather conditions. The noise level in the work environment is usually quiet to moderate.

While the offices of the Town of Plainfield are usually open from 8:00 a.m. to 5:00 p.m., Monday through Friday, this position may require work beyond these hours and on the weekends. It may also require the ability to drive a Town vehicle. Thus, a valid driver’s license may be required.