Executive Administrative Assistant - Human Resources

Job Summary

DEFINITION

Performs a wide variety of specialized, complex, and confidential administrative and office support functions in support of the Human Resources Department.

SUPERVISION

Works under the supervision of the Director of Human Resources and/or designee who occasionally outlines work and occasionally reviews work. May train and coordinate the work of other clerical staff, as-needed or temporary staff.

Representative Duties

Performs a variety of routine and complex clerical and administrative support duties for the Director of Human Resources and other executive management.

Provides support in the implementation and management of Human Resources projects and initiatives.

Composes, types, and proofreads a variety of detailed material(s) including City Council staff reports, budget documents and correspondence.

Assists the public and City staff, in person and on the telephone by answering questions and making referrals to appropriate staff. Serves as a resource regarding the Human Resources department programs and procedures.

Responds promptly, and courteously to internal and external customer requests. Takes ownership of internal and external customer needs.

Coordinates and provides responses to public record requests.

Assists in identifying improvement opportunities to Human Resources workflows and processes.

Attends department staff meetings. Arranges, sets up and may be required to attend other meetings.

Maintain knowledge and understanding of Personnel Board requirements and procedures. Prepares agendas, minutes and packets for Personnel Board meetings.

Approves purchases, purchase orders, and department invoices for payment and assignment of account numbers. Responsible for accounts payable functions.

Assist in the development of learning activities for staff members.

Assists in training temporary and as-needed staff in applicable office procedures.

Coordinates tracking of incoming and outgoing mail to ensure appropriate distribution and timeliness for requests of department services.

Schedules and arranges meetings and travel plans for Director of Human Resources and other staff members. Assists Director of Human Resources with various calendaring and time management constraints.

Files and maintains a variety of records, forms and correspondence, including personnel-related files. May develop alphabetical, numerical, chronological or other recordkeeping systems.

Contacts individuals and/or agencies to resolve problems, obtain information, and gather data.

Operates a personal computer and applicable software to enter, modify and retrieve data, prepare correspondence, and complete various job duties.

Represents the Director of Human Resources at meetings, as required. Authorized to sign the Director of Human Resources’ name on documents, as assigned.

Makes recommendations to the Director of Human Resources regarding office administration.

Assists with the administration of employer-employee relations as required.

Performs other related duties, as assigned.

Requirements

Knowledge, Ability and Skills:

Knowledge of:

Basic principles and practices of human resources management.
Basic Project management techniques and practices.
Modern office procedures and equipment.
Record keeping principles and procedures.
Business English, spelling, and punctuation.
Computer software including word processing and electronic spreadsheets.
Effective customer service techniques.
Basic learning theories and approaches.
Effective training techniques.

Ability to:

Maintain confidentiality.
Monitor project and initiative timelines.
Apply general rules to specific problems to produce solutions that make sense.
Train and coordinate staff.
Communicate effectively, orally and in writing, with the public and with City employees.
Use independent judgment and initiative.
Complete assignments in a timely manner.
Operate a variety of office equipment.
Follow complex oral and written instructions.
Set up and maintain computerized office files and other documents.
Analyze procedural problems and then develop and implement solutions.
Perform basic mathematical computations.
Work in a fast-paced environment.
Learn and use required software applications.
Provide effective customer service and respond to inquiries f…