POSITION TITLE: Human Resources Assistant - Part Time

REPORTS TO: Assistant Human Resources Director

SUPERVISES: --------------------

PURPOSE OF POSITION: Performs administrative support functions requiring the exercise of sound judgment, attention to detail, a high level of confidentiality and discretion, and personal initiative. Individual must exercise considerable tact and courtesy with employees, department heads, government officials and the general public. 

ESSENTIAL FUNCTIONS:

Assists with the hiring process, including but not limited to: preparation and posting of job vacancy announcements, application correspondence, telephone pre-screen interviews, coordination and scheduling of in-person interviews with applicant and hiring team, launching and completion of reference checks, processing of pre-employment and new hire checklist.

Assists with the maintenance and distribution of required information regarding employee benefit programs. Processes and verifies benefit enrollment forms; ensures appropriate coverage is secured; and coordinates all COBRA and FMLA administration requirements.

Utilizing digital repository, scans in historical documentation from storage. Reviews quality of scanned documents and ensures proper destruction of physical documents.

Assists with the preparation and maintenance of required city, state and federal reports and documents including but not limited to worker’s compensation, FMLA, etc. and forwards all applicable material to city employees and agency representatives.

Answers telephone and greets visitors; responds to requests for information from employees and the public; answers questions pertaining to employment opportunities, benefits, policies and procedures, and general information.

Review department invoices for proper charges and ensures timely submittal of proper payment of bills.

Types memoranda, letters, reports and other materials; assumes responsibility for spelling, punctuation, grammar, content, and format.

Operates standard office equipment in the performance of job duties, i.e. fax machines, copier, personal computer, calculator, etc. 

Assists with the maintenance of departmental calendar and coordinates calendar with staff; schedules meetings, sets up designated areas, as needed.

Prepares correspondence, reports and other documents, and processes and distributes incoming and outgoing mail.

This position requires the employee to be physically present at the workplace to fully engage with the team and participate actively in all aspects of their role.

MARGINAL FUNCTIONS:

The job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned.

ESSENTIAL KNOWLEDGE, EXPERIENCE AND ABILITY:

Knowledge of and ability to comprehend and apply city, state and federal laws, policies and regulations which impact city activities, with emphasis in employment law.

Knowledge of and ability to comprehend and apply state statutes and the City’s Municipal Code.

Knowledge of and ability to apply the principles, practices and policies of municipal government.

Knowledge of public personnel administration.

Knowledge of and ability to interpret rules, regulations, laws, and ordinances affecting municipal record keeping and administration.

Knowledge of and ability to apply basic principles utilized in private or public sector accounting, business or finance administration.

Knowledge of and ability to perform input and retrieval functions utilizing a variety of computer programs dealing with word processing, spreadsheets, and databases.

Ability to learn and apply a working knowledge of local, state and federal policies including, but not limited to FMLA, Worker’s Compensation, Unemployment, EEO, and health plans. 

Ability to accurately prepare and maintain various records, reports and other departmental documents.

Ability to plan and organize a personal work schedule, set priorities, and meet deadlines.

Ability to maintain regular and dependable attendance on the job, including attendance and job performance for possibly prolonged periods of time when called out on short notice due to weather conditions, emergencies and similar situations of public necessity.

Ability to perform job duties efficiently while managing frequent interruptions. 

Ability to deal with the general public in a courteous and tactful manner.

Ability to operate standard office equipment.

Ability to understand and follow both oral and written instructions.

Ability to communicate effectively, verbally and in writing, in English.

Ability to establish and maintain effective working relationships with the public, other employees, other governmental agencies, and municipal officials.

Flexibility to adapt to changing schedules and priorities when needed. 

ESSENTIAL EDUCATION, CERTIFICATION AND/OR LICENSES:

1. Must possess a valid driver’s license at the time of hire.
2. Minimum of two (2) years of Administrative Support experience required. HR
   experience preferred.
3. Must possess Associates Degree and/or successful completion of sixty (60) semester credit hours from an accredited college or university with major course work in Business Administration or a related field, or an equivalent combination of education, training, and experience.
4. Must possess excellent computer and organizational skills; proficiency in Microsoft Word, Excel and Outlook required.
5. Must be bondable.

ESSENTIAL PHYSICAL DEMANDS AND TYPICAL WORKING CONDITIONS:

The physical demands and work environment characteristics 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 functions.

Work is generally performed indoors in an office setting and requires routine bending, lifting, and carrying office supplies, books, files and other materials. The incumbent is required to frequently sit for extended periods of time, talk, hear, and must have the ability to transport themselves to and from various locations within City Hall. Hand-eye coordination is necessary to operate computers and various other pieces of equipment. While performing the duties, the incumbent is required to use hands to finger, handle, feel or operate objects, tools, or controls and to reach with hands and arms. Work hours may occasionally be required in times of darkness. Vision abilities required include close vision and the ability to adjust focus. The noise level is usually quiet or moderate.

Work requires extensive interaction with the general public/employees and may be stressful when dealing with citizens/employees and/or meeting deadlines.