Administrative Assistant-Human Resources

Description

For doers and makers seeking a well-rounded community, Hickory is a bridge between Asheville and Charlotte at the foot of the Blue Ridge Mountains along Interstate 40, where a collective spirit of craftsmanship strengthens any endeavor with detail, artistry and quality.

Major Duties

o Primary responsibility for all incoming calls to staff members. Announces caller prior to releasing transferred calls.

o Maintains department confidentiality by announcing visitors to staff members prior to allowing them to walk through the department.

o Maintain order and cleanliness of reception, application, waiting, and public department areas.

o Processes all departmental mail and mailings.

o Maintain up to date and informative bulletin boards at the employee entrance downstairs and outside of HR.

o Assists applicants with computer use for application process.

o Maintain confidential departmental records in compliance with applicable legal requirements; create scanned records for employees within set timeframes; respond to employee and citizen requests for information; verify employment and release information in accordance with the Personnel Privacy Act and City policies.

o Assists with Onboarding and Orientation processes by maintaining various reports, spreadsheets, badge creation and online verifications. Complete I-9 and verification of I-9 through E-Verify; report new hires to NC New Hire.

o Back-up to Employment Coordinator position.

o Report and follow through on expired NC driver’s licenses for Risk Management.

o Coordinates creation of department notifications/flyers/presentations as requested.

o Schedule/maintain meeting room calendars. Ensure the HR Conference room is neat and orderly throughout each day.

o Order/Maintain department and copier supplies. (Office/Cleaning/Coffee)

o Serves as backup for coding and processing of invoices for payment through Finance.

o Coordinates Employee Recognition nomination process: manage the online employee thank you notes and uploading to Shout Out on the website.

o Assists HR Manager with planning and coordinating city-wide employee events, including but not limited to Annual Service Awards, employee appreciation events, fundraising events, and other employee-focused activities.

o Provide clerical support to department staff; compose documents and letters; date-stamp all incoming HR mail and distribute; process outgoing mail; coordinate service calls and work orders.

o Performs other related duties as assigned.

Knowledge and Qualifications

o Knowledge of human resources principles and practices.

o Knowledge of federal, state, and local policies, procedures, and regulations.

o Knowledge of the NC Records and Retention Schedule related to personnel records maintenance.

o Skill in operating computers, Microsoft, and other standard office equipment.

o Skill in planning, organizing, and decision-making.

o Skill in customer service and public relations.

o Skill in oral and written communication.

o Skill in time management with a high level of attention to detail.

o Ability to read, write, and perform mathematical calculations at a level commonly associated with completion of an associate degree.

o Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with completing an apprenticeship/internship or having had a similar position for one to two years. Preferred experience: Five years’ experience in a professional administrative role with similar experience.

Supplemental Information

SUPERVISORY CONTROLS: The Human Resources Manager assigns work in terms of very general

instructions. The supervisor spot-checks completed work for compliance with procedures and propriety of

the final results.

GUIDELINES: Guidelines include department standard operating procedures, city pay plan, employee

handbook, IRS Section 125 guidelines, HIPPA guidelines, and federal and state regulations. These

guidelines require judgment, selection, and interpretation in application.

COMPLEXITY: The work consists of varied administrative and technical duties.

SCOPE AND EFFECT: This position performs clerical duties to support the City’s general employee

experience. Successful completion leads to communication with employees with accurate information.

PERSONAL CONTACTS: Contacts are typically with other city employees.

PURPOSE OF CONTACTS: Contacts are typically to give or exchange information, resolve problems,

provide resources.

PHYSICAL DEMANDS: The work is typically performed while sitting at a desk or table or intermittently

sitting, standing, bending, crouching, or stooping. The employee frequently lifts light objects, uses tools or

equipment requiring a high degree of dexterity and must distinguish between shades of color.

WORK ENVIRONMENT: This work is primarily performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None.