HUMAN RESOURCES ADMINISTRATIVE ASSISTANT
Supervised By: Director of Human Resources
Supervises: None
Position Summary:
Under the general supervision of an assigned department head, provides high level, confidential, administrative support involving individual initiative, discretion and judgment within the scope of assigned authority, for a large, multi-faceted operating department. This position requires a high level of discretion and confidentiality and the ability to manage relationships both internally and externally. May be assigned to any office within the scope of city operations.
Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
Performs high level, confidential administrative work in support of the assigned department. Serves as liaison for the department director and works directly with other administrators, officials, employees, representatives of other governmental units, businesses and the general public.
Receives and screens telephone calls and visitors. Explains departmental procedures and operations and addresses complaints, inquiries and requests for service independently. Follow- up on complaints, correspondence and transactions to ensure deadlines, schedules and expiration dates are observed.
Manages the department and director calendars with the understanding and anticipation of operational challenges and is able to manage/reschedule priorities effectively and proactively. Prepares meeting logistics, coordinates preparation and distribution of materials. Schedules appointments for the department, director and other management staff. Maintains and cross-references calendars to ensure efficient use of time and eliminate conflicts.
Maintains office inventories and purchases office equipment, supplies and services according to established procedures.
Transcribes or independently composes and proofreads routine and complex correspondence, memos, reports, administrative regulations, committee actions, statistical tabulations and related documents and data for the director’s review and approval.
Reviews and prioritizes mail, drafts replies to routine correspondence and refers in-depth matters to appropriate staff members.
Arranges and attends meetings. Assists the director in compiling and assembling related agendas, documents, information and data. Records, prepares and distributes minutes and follows-up on suspended items and other matters. May be required to represent the director depending on the complexity of the matter.
Creates and maintains various databases and comprehensive record keeping and filing systems, including the maintenance of confidential materials and information. Prepares and manages specialized files and reports such as personnel files (new hires, transfers, terminations and changes in job classifications), MIOSHA records, risk assessments, workers compensation issues, recreation files and registration and others as directed.
May be responsible for various bookkeeping such as the processing of accounts payable and payroll, required follow-up and the maintenance of related files.
Assists with the compilation and maintenance of the department’s annual budget as requested. Generates reports to assist the director and other administrators in developing budget requests, researches cost estimates and completes related assignments.
Arranges and reconciles travel, related expense advancements and reports, petty cash reimbursements, business credit cards, and miscellaneous records.
Plans, researches, implements and oversees various special projects and programs particular to the department as assigned. This may include the development of informational fliers and announcements, and the organization of special events.
Assists the director in creating and posting job openings internally and externally, candidate recruiting postings, phone screeners, interviewing, assessment, and employee onboarding and offboarding.
Performs other related work as assigned and required.
Required Knowledge, Skills, Abilities and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job.
Requirements include the following:
● An Associate’s Degree with additional specialized training or college level courses in secretarial science, office management or a related area and three years of secretarial experience, or an equivalent combination education and experience preferred.
● Works independently, proactively, and uses sound judgement skills daily.
● Candidates with knowledge of personnel administration and knowledge of effective office practices and management, demonstrated ability to perform a variety of office tasks (such as accounts payable, development of data tables, preparing descriptions of standard operating procedures and using tickler systems), exercise good judgment, and who demonstrate thoroughness and/or dependability may be given preference.
● Knowledge of the structure, policies, procedures, and regulations of municipal government.
● Considerable knowledge of executive administrative office operations procedures and practices.
● Ability to type with speed and accuracy and maintain complete confidentiality.
● Ability to gather data and prepare accurate and timely records, reports, notices, memos and letters.
● Ability to convey and understand information effectively and promptly through speaking, hearing, reading, and writing.
● Ability to interact professionally, constructively, and diplomatically with top level administrators, other employees, representatives of the business community, other governmental units and the general public.
● Skill in the use of office equipment and technology, including Microsoft and Google Suite applications and software specific to the department; and the ability to master new technologies.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be made, if needed, for office employees required to lift or move objects that exceed this weight.
The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.
Job Type: Full-time
Pay: $18.91 - $28.36 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Relocate:
- Monroe, MI 48161: Relocate before starting work (Required)
Work Location: In person