Administrative Clerk - Human Resources

Description

Duties and Responsibilities

• Provides administrative support and works cooperatively with the HR team members to support completing the Human Resource Department work plan, and actively participates in the department’s projects.
• Provides premier customer service to citizens, internal and external customers by responding to requests in a positive, timely, effective, and professional manner.
• Answer the phone and assist the public; provide general information on departmental and city policies and procedures as needed; monitor calls, visitors, and correspondence for City Hall and the Human Resources Department.
• Manage and maintain employee personnel files, ensuring compliance with legal and organizational requirements for confidentiality and recordkeeping.
• Distribute employee birthday cards on a monthly basis.
• Assists with communication and planning for all staff as required.
• Receive, sort, and distribute incoming and outgoing mail; order and distribute office supplies.
• Process purchase orders and credit card statements, reconciling with invoices and receipts; receive and pay invoices for the department.
• Schedule and prepare all documents and invitations for a variety of employee events and functions.
• Respond to public inquiries courteously; provide information within the area of assignment; resolve complaints in an efficient and timely manner.
• Enrolls in administrative and professional development activities.
• Ensure that the highest level of confidentiality is maintained at all times.
• Demonstrates the desire to learn and the ability to cross-train and perform other duties within the Human Resources Department and assist with other departments as needed.
• Perform other duties as assigned.

• Operations, services, and activities of the assigned department.
• General knowledge of City policies, procedures, services, and activities.
• Methods and techniques of providing clerical support to the assigned department.
• General knowledge and proficiency in Microsoft Word, Excel, and Outlook for document creation, data management, and professional communication.
• Pertinent Federal, State, and local laws, codes, and regulations.
• Basic principles and procedures of record keeping.
• Modern office procedures, methods, and computer equipment.
• Basic practices of bookkeeping.
• Basic mathematical calculations.
• Methods and techniques of report preparation.
• Operational characteristics of modern office equipment and tools, including a computer.
• Occupational hazards and standard safety practices.

• Explain and enforce department policies and procedures.
• Operate various modern office equipment safely and efficiently.
• Maintain an efficient records management system.
• Comply with all posting and publication guidelines.
• Type at a speed necessary for successful job performance.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Utilize Microsoft Office Suite to perform complex tasks such as data analysis using Excel functions (e.g., VLOOKUP, pivot tables), conducting mail merges in Word, and developing electronic forms or surveys in Microsoft Forms.
• Establish and maintain effective working relationships with those contacted in the course of work.

Requirements

• High school diploma or GED
• One-year general office experience.

Special Requirements:

• Position requires regular in-person attendance which may include occasional evenings and weekends.

Supplemental Information