Administrative Assistant- Human Resources

Administrative Support

An employee in this position provides administrative and clerical support for various Department functions within the department. This includes work that is performed on routine projects with guidance from staff members such as : answering questions and sharing information; relaying information to appropriate staff members; typing and entering data; filing and maintaining records; ordering and maintaining supplies; updating related systems; and assisting with the Department budget.

Hiring Range : $44,604.00 to $51,853.00

Duties And Responsibilities

Essential Functions Of The Position :

• Greets all incoming visitors and routes all incoming phone calls to appropriate staff; assists in answering basic inquiries.
• Provides information to the public; explains Department policies and procedures to the public.
• Handles daily mail; distributes Department mail to designated person within the Department.
• Works closely with Director to maintain Department financial records to include data entry for purchase orders, charge cards, journal entries, budget amendments, payables, and any adjustments as needed.
• Assists Director with annual budget process; monitors spending and allocations.
• Makes appointments; coordinates arrangements for meetings and conferences; books rooms; and prepares travel requests.
• Maintains paperwork flow and organization for Department.
• Complete verification of employment requests, unemployment responses, Public Service Loan Forgiveness forms.
• Screens and routes information within the Department.
• Scans documents into Department shared drive; provides assistance with scanning materials.
• Maintains electronic and hard copy files / records.
• Shreds documents as needed.
• Receives records and compiles data to develop activity reports for various programs.
• Establishes and maintains a variety of tangible files which may include case files, filing and retrieving material as requested or as otherwise necessary.
• Composes and / or types material from typed, dictated, or handwritten copy, which requires use of a variety of complicated formats for preparing correspondence, reports, forms, etc.; assumes responsibility for correctness of spelling and punctuation, format and grammar.
• Creates and maintains Department information and manuals / guides.
• Oversees office machine maintenance, contacting service vendors as necessary.
• Prepares monthly payroll invoices, and completes bank deposits; forwards to Finance Department.
• Manages office supply inventory and places orders to restock supplies as needed.
• Assists other Department staff with various programs and office support needs.
• Participates in Department sponsored events.
• Maintains confidentiality of records.
• Handles and scans new hire and termination paperwork for the Department.
• Manages I-9 forms and ensures that information is recorded accurately; to include adheres to the retention schedule.
• Maintains department website and make updates as needed.
• Completes the state new hire reporting in a timely manner.
• Notifies Community Relations Director of HR events and activities.
• Creates content for the County employee newsletter.
• Performs other related duties as assigned.

Minimum Qualifications

Minimum Requirements To Perform Work :

Knowledge, Skills, and Abilities :

Supplemental Information

Physical Demands :

Must be able to perform light work frequently exerting up to 10 pounds of force to lift, carry, push, pull, or otherwise move objects; and occasionally requiring to exert up to 20 pounds of force to move objects. This work also involves the physical abilities of perceiving sounds at normal speaking levels, kneeling, lifting, having manual dexterity, using mental acuity, pulling, pushing, reaching, performing repetitive motion, speaking, standing, and stooping. An incumbent must also possess the visual acuity to analyze data, work with figures, read extensively and to operate various office equipment.

Work Environment :

The employee works in a relatively safe office environment and has contact with visitors and staff. Depending on assignment, may need to work evenings and occasional weekends.

The County has the right to revise this position description at any time, and does not represent in any way a contract of employment.