Administrative Assistant (Human Resources)

SYNOPSIS:

This position involves diverse and important administrative tasks. The main responsibility is to welcome and guide anyone visiting Human Resources in a friendly and professional manner. It also includes providing clerical support to the Human Resources Department. The employee must maintain confidentiality at all times. The person in this role reports to the Human Resources Director.

QUALIFICATIONS:

• Must be a graduate of an accredited high school or hold a certificate of high school equivalency (GED);
• Must have 3 years of office and clerical experience, including at least 1 year of Human Resource-related functions;
• Must possess computer skills that are necessary to perform the essential functions of the position, preferably with knowledge of Microsoft Windows® systems and applications;
• Must have general working knowledge of related office equipment;
• Must possess a valid driver’s license;
• Must possess a driving record suitable for insurability;
• Must be willing to work non-standard hours and overtime as required;
• Must be willing to travel overnight to attend continuing education courses and workshops (if needed);
• Must be physically able to perform the essential functions of the position.

ESSENTIAL JOB FUNCTIONS:

• Organize office communication and activities on a day-to-day basis, including incoming calls, messages, and visitors, and perform receptionist and public relations duties;
• Take messages and notes and retain them for future reference;
• Ensure mail, both incoming and outgoing, is routed correctly;
• Create spreadsheets;
• Maintain the calendar for training, safety meetings, employee reviews, and file review;
• Assist with maintaining training, safety, and employee files;
• Follow up with employees and/or departments to address any incomplete files, training, or other related matters.
• Assist with onboarding and offboarding paperwork;
• Maintain office common areas and facilitate meetings;
• Order office supplies when needed;
• Compile and print reports requested by the HR Director and HR Generalist;
• Be reliable, punctual, and organized, and have demonstrated ability to manage multiple priorities in a very busy office;
• Possess excellent interpersonal skills, pleasant phone manner, and typing ability;
• Frequently operate computer and basic office equipment in the performance of assigned duties;
• Frequently photocopy material requiring sorting, compiling, and distribution; Frequently move office equipment, boxes, office supplies, books, etc. weighing 25 pounds in the office;
• Perform other job-related duties as required.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Working knowledge of the principles and practices of public administration in general and the administrative department in particular
• Skill in preparing reports and correspondence;
• Ability to perform work through specific and general delegation by the HR Director and HR Generalist with considerable latitude for the exercise of independent judgment;
• Ability to lift supplies, records and move small equipment;
• Ability to stand comfortably for long periods of time;
• Ability to read and prepare various documents and reports and other forms of written communications;
• Ability to plan and organize work with little or no supervision;
• Ability to maintain confidential files in a timely, efficient, and orderly fashion;
• Ability to meet the public and discuss problems and complaints tactfully, courteously, and effectively;
• Ability to accept lines of authority; promote harmony; and cooperate with other staff and officials;
• Ability to establish and maintain effective working relationships with elected officials, department heads, the local business community, and the general public;
• Ability to express ideas clearly and concisely, orally and in writing.

BENEFITS AVAILABLE FOR FULL TIME POSITION:

• BCBS Health/Dental (single coverage paid by City)
• EMC Life Insurance (paid by City)
• Retirement through RSA (with a City match)
• Vision Plan
• AFLAC
• Sick leave (accrued when paid bi-weekly)
• Vacation (after completing 1 year probation)
• Direct Deposit
• Paid Holidays

APPLICATION DEADLINE/PROCEDURE:

1. Complete application files must be received at the City Hall. This position will remain open until filled.

2. A complete file consists of:

• Current resume [Note: Resume, when required, should address how the applicant has fulfilled the qualifications, required and preferred (if applicable)

3. The City of Pell City may extend the application deadline to ensure an adequate pool of qualified applicants. Applications received after the deadline or incomplete applications, will not be considered.

4. Applicant may be required to submit employment verifications from current and prior employers prior to job offer being made.

5. Application forms may be downloaded at our website: https://pellcity.gov/employment and emailed to pc_hr@pellcity.gov (PLEASE INCLUDE THE JOB TITLE IN THE SUBJECT LINE) or paper applications are available @ City Hall and should be returned to: City Hall, 1905 1st Ave N, Pell City, AL 35125

The City of Pell City is an equal opportunity employer. It is the official policy of the City of Pell City that no person shall, on the grounds of race, color, handicap, gender, religion, creed, national origin, or age, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program, activity, or employment. The City of Pell City will make reasonable accommodations for qualified disabled applicants or employees.

Pay: $32,801.60 - $57,241.60 per year

Work Location: In person