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Executive Assistant - Human Resources & Compliance
Purpose of Classification
The purpose of this classification is to provide confidential administrative, operational, financial, and clerical support to the Director & Assistant Director of Human Resources. The position will also coordinate and perform various program and office administration duties, to include assisting in the preparation of the annual departmental budget.
Employee must also exercise courtesy and tact in contact with the general public, senior City Staff, and stakeholders interacting with the City of Boynton Beach. The individual in this position will encounter sensitive information in the performance of their duties and is expected to maintain that information with the highest level of confidentiality.
Essential Functions
Assists the Director & Assistant Director with a wide variety of complex, responsible, and confidential tasks necessary for Department operations.
Performs administrative support duties for the Director & Assistant Director, including but not limited to: maintaining calendars, scheduling and arranging meetings and appointments, drafting and typing business correspondence, organizing department meetings, making travel arrangements, taking dictation and transcribing letters, minutes, and statements, answering and screening telephone calls, and assisting staff, visitors and others.
Serves as initial and/or primary point of contact for the Human Resources Department. Screens and directs visitors, and replies to general inquiries made via telephone, email, or written correspondence. Escalates or re-directs visitors and/or inquiries as needed. Coordinates the review and timely response and resolution of citizen complaints and problems.
Keeps the Director & Assistant Director advised of time-sensitive and priority issues, ensuring appropriate follow-up.
Assists in the preparation of the Department’s annual budget. This includes requesting and maintaining the department's budget records, researches budget-related matters, tracks pertinent data to facilitate budget planning, monitors expenditures to remain within established budget, develops revenue projections for next fiscal year, and reviews budget transfers/amendments for justification, fiscal impact, and conformance with applicable policies/procedures.
Oversees the preparation and/or reviews department payroll; prepares purchase requisitions and orders; coordinates inventory systems.
Reviews and revises procedures to implement changes and improvements; makes suggestions to improve operational procedures. Reviews and updates Department Policies, subject to review and approval by the Director & Assistant Director.
Establishes and maintains department databases, automated files, lists, and computer records; enters and updates data in databases, to include confidential information; researches and retrieves data from information systems; queries records and reports; and generates reports, lists and other documents from databases.
Oversees the proper operation and maintenance of the department's computer hardware, software and peripherals; coordinates repair and maintenance needs; coordinates system improvements and upgrades.
Prepares City Commission agenda items for the Department.
Plans, enacts, and monitors various special projects at the request of the Director & Assistant Director.
Responsible for processing departmental mail and ordering office supplies.
Assists with the coordination of Department employee recognition events and programs.
Maintains and updates the departmental web page alongside the HRIS Analyst.
Ensures strict confidentiality in all matters.
ADDITIONAL FUNCTIONS
Provides assistance or coverage to other employees as needed.
Accessible to provide support to the Director & Assistant Director outside normal business hours when necessary.
Performs other duties as assigned.
Minimum Qualifications
- Bachelor’s Degree from an accredited college or university in human resources management, public administration, business administration, or closely-related field; and
- Three (3) years of progressively responsible administrative or executive support experience, preferably in a local government organization; and
- Possess (or obtain within fourteen (14) days of hire) and maintain a valid Florida driver’s license.
Minimum Qualifications for education and experience must be met before consideration of the following preferred Qualifications:
- Previous experience in a Human Resources Department
- Previous municipal or county experience preferred
Supplemental Information
COMMUNICATION COMPETENCIES
The ability to clearly communicate Department and City Goals, Policies, Strategic Plans and other key information to employees and peers using multiple communication platforms including e-mail and social media.
Effectively communicates with supervisor, employees, other departments, contractors, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Accurately and expeditiously responds to inquiries for information from various individuals.
Ability to prepare accurate and thorough written records and reports.
Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal direction.
Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters.
KNOWLEDGE, SKILLS, and ABILITIES
Strong organizational skills for managing schedules, projects, and information, ensuring efficient workflow and meeting deadlines.
Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines effectively.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Ability to reach consensus between individuals.
Ability to deal effectively across all levels of the organization.
Ability to resolve conflicts between individuals or among groups.
Ability to quickly adapt to change and keep a flexible approach to work.
Ability to establish and maintain effective and harmonious working relationships with all persons interacted with during the performance of duties.
Ability to maintain accurate and organized records, files, and documents.
Understanding of city government structure, departments, and functions.
Ability to schedule, organize, and manage meetings, including preparing agendas, taking minutes, and following up on action items.
Ability to assist with planning, organizing, and executing projects, including tracking progress and ensuring timely completion.
Ability to conduct research, gather information, and analyze data to support decision-making.
Ability to maintain strict confidentiality and handle sensitive information and situations with discretion and tact.
Ability to effectively communicate digitally, orally, and in writing.
Strong written and verbal communication skills
Ability to identify irregularities and potential problems before they become critical.
Ability to make appropriate decisions and react with good judgment in changing situations or under pressure.
PHYSICAL AND SENSORY REQUIREMENTS / ENVIRONMENTAL FACTORS
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (15 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
Environmental Factors: Essential functions are regularly performed in usual office conditions with rare exposure to adverse environmental conditions.
The City of Boynton Beach, Florida, is an Equal Opportunity Employer (EEO) and Affirmative Action Employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Personnel Rules, Collective Bargaining Agreements, or bona fide occupational qualifications).
Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if he/she has a physical or mental impairment that substantially limits a major life activity. The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Boynton Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability.
VETERANS' PREFERENCE:
Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority in the City’s hiring process. Additionally, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements in employment by the City.
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