Administrative Assistant

Human Resources Administrative Support

Responsible for providing administrative support to the Human Resources Department by providing general information to the public and county employees, processing departmental payroll, preparing correspondence and reports, and completing special projects as assigned.

Essential Job Functions :

Performs receptionist duties by greeting job applicants, employees, and the general public visiting the Human Resources Department; provides general information and refers individuals to the appropriate staff member as needed.

Answers telephone and refers callers to appropriate personnel and / or records messages; directs callers to appropriate County office as needed.

Monitors the Human Resources email account daily; responds to inquiries regarding the application process and other routine matters and forwards other requests to the appropriate staff members.

Provides information to applicants on current job postings from the vacancy announcements.

Intakes inter-departmental and US Mail and makes the appropriate distributions; collects and mails outgoing US Mail.

Composes and prepares general correspondence and reports for the Director and other departmental staff.

Assists the Director in processing payroll reports by collecting employee timesheets and recording data onto the payroll reports.

Handles and distributes time-sensitive and confidential information such as contracts, personnel information, reports and correspondence, and other pertinent documents.

Produces and distributes various statistical reports as directed by the Director.

Assists with the maintenance of the Human Resources Information System (HRIS) and Applicant Tracking System (ATS) by updating and entering data as needed.

Ensures that confidential information is maintained and transmitted in a secure and legally compliant manner.

Conducts research related to special projects consisting of gathering information online and from other agencies, determination of project needs, etc., and compiles information into a report form.

Secondary Duties and Responsibilities :

Prepares photo ID badges for employees.

Maintains departmental calendar; schedules bi-monthly staff meetings for departmental staff, and other meetings for the Human Resources Director as needed.

Assists departmental staff with departmental functions as needed.

• Provides backup to the Recruitment Specialist in receiving online employment applications and prepares them for referral to the appropriate department as needed.

Performs other related duties as required.

Personnel Supervised : None

Working Conditions : Work is performed in a smoking-restricted office environment.

Minimum Qualifications :

Required Skills, Knowledge, and Abilities :

Good knowledge of Pulaski County application procedures and employment policies.

Good knowledge of office practices, procedures, equipment, and terminology.

Some knowledge of the requirements of the HIPAA privacy and security rules.

Good knowledge of various County department functions and locations.