Human Resources Administrative SpecialistCity of Aspen • Aspen, CO, United States

Human Resources Administrative Specialist

City of Aspen • Aspen, CO, United States

2 days ago

Job type

Full-time

Job description

Added to system :

10 / 24 / 25 1 : 40 PM

Region : Colorado

Location : Aspen

Application : The application must be filled out completely; stating "see resume" anywhere in the application, is not an acceptable substitute for a completed application.

Job Postings Closing Dates : A job posting may close before the listed deadline if the number of applications reaches the limit for that position. If the original deadline produced fewer applications than expected, the posting may remain open longer.

Up to $3,000 Sign On Bonus May Be Available

Enjoy Industry Leading Benefits :

Generous paid vacation and extended sick leave, holidays, and flexible work arrangements.

Free and discounted transportation options to get around Aspen and the Valley.

Professional development and learning opportunities, including a tuition reimbursement program.

Health and wellbeing options that include Medical, Dental, Vision, robust and accessible employee assistance program, and nationally recognized wellbeing platform.

Monetary bonuses for healthy lifestyle choices and to use towards other personal needs.

Plan for your future with competitive employer contributions to a 401a retirement plans and Social Security, in addition to an individual 457b retirement plan and Roth IRA option. Have peace of mind with life and disability insurance.

The City of Aspen is an Equal Opportunity Employer

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Job Title : Human Resources Administrative Specialist

Department : Human Resources

Classification : Non-Exempt

Hiring Range : $23.35 / hourly - $26.27 / hourly

[Salary Range : $23.35 / hourly - $35.03 / hourly]

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Position Summary : This position acts as the customer service champion for the HR team. Provides key administrative and entry-level professional Human Resources support to the internal HR team, employees, and to the City of Aspen, consistent with the organization's values and mission statement. Candidates with bilingual proficiency (Spanish / English) are strongly encouraged to apply.

Supervision Exercised and Received : This position works under the direct supervision of the Senior Human Resources Generalist.

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Essential Job Functions :

General HR Administrative Support

Greets employees / visitors to the HR office, or responds to calls and emails, providing information and responding to general requests for assistance on all employment-related matters. Processes access badge requests. Routes HR emails to appropriate staff members for response. Manages HR conference room bookings.

Maintains HR reception area to ensure cleanliness and organization.

Processes incoming and outgoing mail, orders office supplies, answers phone calls, accesses / forwards messages from general HR voicemail box and email, coordinates facilities requests, files documents (electronic & hard copy files), and is responsible for maintenance of office equipment and other office administration duties as needed.

Organizes and files employee paperwork, reports, and invoices. Manages personnel files.

Provides logistical support / general assistance for training, wellness, and other HR-related events.

Schedules HR team for appointments if needed.

Compliance

Assists in file management and I-9 Compliance. Assists with audits as appropriate. Oversees annual filing in accordance with United States Citizenship and Immigration Services.

Onboarding & Learning & Development

Assists HR Business Partners with the employee onboarding process as needed.

Responsible for scheduling / coordinating / administering monthly New Hire Orientation under direction of supervisor.

Supports Learning & Organizational Development Administrator in communicating HR events and trainings to the organization.

Updates HR training calendar (in progress).

Financial Administration Duties

Prepares requisitions in Oracle. Responsible for processing all HR department invoices with support / approval of subject matter experts, balances and reconciles statements to ensure accuracy of billing.

Prepares documentation to send to Finance, enters information into City's ERP system, generates reports as needed on status of budget, and advises supervisor of variances.

Reconciles HR Department purchase cards monthly.

City Organizational Values :

Supports and models the City of Aspen organizational values : Service, Partnership, Stewardship, and Innovation. Organizational values are shared principles that guide behavior across the organization. This position is responsible for upholding and applying these values while performing daily work functions.

Other duties as assigned.

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Core Competencies : Displays the following key competencies and behaviors in the overall job performance to include knowledge, skills and abilities :

Service : Provides service with excellence, humility, integrity, and respect in daily work, builds trust by listening, treats people with respect, acknowledges opportunities for improvement, and follows through with commitments.

Partnership : Actively creates strong, supportive internal and external relationships to attain a common goal and achieve greater impact together.

Stewardship : Balances social, environmental, and financial responsibilities, evaluating the impact of decision making on a thriving future for all.

Innovation : Develops technical expertise to pursue new ideas and creative outcomes, grounded in Aspen's unique culture, opportunities, and challenges.

Communication : Knowledge of effective and appropriate communication. Ability to use knowledge effectively in various contexts which may require oral, written, visual and non-verbal communication.

Interpersonal : Works to develop strength in interpersonal skills. Has the ability to work well with diverse groups of people, both inside and outside the organization.

Technology : Demonstrates technology skills sufficient for the nature and level of position. Demonstrates a willingness to learn new technologies and transition job duties accordingly to support technological advances and innovation.

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Minimum Qualifications :

Education :

High school diploma or equivalent required.

Experience :

Tow years of administrative assistant experience preferred. Demonstrated administrative training or experience required.

Technical Knowledge :

Must be proficient in the following areas : Microsoft Outlook Email, and a basic understanding of computers and online computer-based technology applications, which includes accessing web based platforms.

Licenses & Certifications :

Must possess a valid Colorado Driver's License or be able to obtain one within 30 days of start date.

Preferred Candidate : Candidates with bilingual proficiency (Spanish / English) are strongly encouraged to apply.

NOTE : Any combination of experience and education that would likely provide the required abilities, knowledge and skills as determined by the City of Aspen may be substituted for the requirements above.

NOTE : This position requires a Criminal Background Check upon hire. Employment is contingent upon successful completion of a Criminal Background Check.

Position Type and Work Hours :

Regular full time, 40- hour workweek, Monday through Friday, hours may vary with workload.

Work Environment :

Indoors : Office environment.

Outdoors / Off-Site : Meetings, trainings, and site visits at a variety of city facilities and areas.

Physical Demands :

Visual Acuity : Ability to bring objects into focus.

Balancing : Maintaining equilibrium.

Bending : Bending or position oneself to move an object from one level to another.

Eye / Hand / Foot Coordination : Performing work through using two or more body parts or other devices.

Gripping / Grasping : Ability to apply pressure with fingers and palm.

Handling : Seizing, holding, grasping, through use of hands, fingers, or other means.

Hearing : Perceiving and comprehending the nature and direction of sounds.

Reaching : Extending the hands and arms or other device in any direction.

Repetitive motions : Making frequent or continuous movements.

Sitting : Remaining in a stationary position.

Standing : Ability to sustain position for a period of time.

Stooping : Bending body downward and forward by bending spine at the waist.

Talking : Communicating ideas or exchanging information.

Walking : Ability to move to traverse from one location to another.

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 functions.

This job description is designed to indicate the general nature and level of work. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to this job. Duties and responsibilities may change at any time with or without notice.

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Human Resource Specialist • Aspen, CO, United States