CLASS SUMMARY:
Performs a variety of administrative and technical duties in the Human Resources office to include answering phones, greeting visitors, assisting employees with HR related needs, distributing hand- outs, and processing mail. Prepares various inter-agency reports, processes confidential employee related data into HRIS systems. Responsibilities include updating all vacant position advertisements weekly. Conducts all department filing; this position requires a high degree of confidentiality. Incumbent must have strong computer skills including HRIS experience.
DISTINGUISHING ELEMENTS OF THE CLASS:
I. IMPACT: The public image of the office and the agency is affected by the manner in which the incumbent deals with prospective employees, program managers, supervisors, co-workers and clients both in person and on the telephone. Is member of a Support Team that supports a staff of 900 +. The accuracy and completeness of employee files are dependent on the work of this class. Inappropriate distribution of confidential employee information could result in serious consequences to the agency. Requires excellent time management skills and the ability to multi-task.
II. LATITUDE: Duties are performed under the regular supervision of the Human Resources Manager. Recurring and routine duties are performed independently. Incumbent works under Personnel Policies and Procedures and refers unusual matters to the supervisor.
III. RESPONSIBILITY FOR THE WORK OF OTHERS: None.
IV. INTERPERSONAL CONTACTS: Telephone contact with employees, other agency staff/management, employers, newspaper personnel, etc. occurs. Incumbent is regularly in public eye and interacts with a variety of individuals. Assisting HR Specialist may require regular exchange of important information.
V. DIFFICULTY: Duties require solicitation and clarification of necessary employment information from furnished references and applicants which require good judgment. High level of accuracy and attention to detail are typically required under deadline in the processing of records affecting payroll and employment files. The incumbent must ensure requests for information from parties external to the agency have secured appropriate releases. Often has to apply tact and persuasion skills when dealing with customers and soliciting information.
VI. COMMUNICATIONS: Work involves continuous effective communication with agency managers, fellow employees, employers and the general public.
VII. EQUIPMENT/FACILITIES RESPONSIBILITY: The incumbent operates multi-line telephone, computer, photocopier, fax, and other office equipment.
VIII. WORKING CONDITIONS: Work is performed in a typical office environment involving highly confidential information.
IX. KNOWLEDGE, SKILLS AND ABILITIES (KSA'S):
Good knowledge of business office procedures, practices, equipment and techniques.
Thorough knowledge of spelling, business English and arithmetic.
Good knowledge of agency and personnel office functions.
Skill in the use of word processing equipment.
Ability to establish and maintain confidential files, documents.
Ability to establish effective working relationships with others.
Ability to deal effectively with other employees and the general public.
Ability to check financial and statistical data for accuracy.
X. LICENSURE: None.
XI. PRINCIPAL DUTIES AND RESPONSIBILITIES OF CLASS:
Maintains employment and medical records.
Assist HR Specialist with employment reference checks and the coordination of interviews as needed.
Provides employment/salary status information to external parties.
Assists HR staff in setting up employment interviews and may prepare related paperwork for interview panel.
Prepare New Hire kits and training packages.
Answers office phones and receives visitors to the office, provides routine employment information.
Hands out & receives and processes employment applications.
Types correspondence, statistical reports, job descriptions, policy and procedures, etc. for HR Manager and other staff as needed.
Prepares and distributes HR reports.
Provides support to applicants in the Human Resources waiting area.
Prepare position vacancy advertisements in the applicant tracking database and other external sites.
Monitor monthly wellness subsidy and prepares monthly reporting to Payroll.
Prepare office requisitions (purchases, bills, etc.).
Enters and updates employee data to automated and manual personnel and training files.
Performs general clerical duties such as: copying, bulk mailing, filing and sorting documents (to include highly sensitive information).
Maintain office supplies.
Completes special projects as assigned by the HR Manager and/or HR Director.
Does related work as required.
XII. PHYSICAL REQUIREMENTS: Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax machine. No significant walking, moving, carrying, climbing, bending, kneeling, crawling, reaching, and handling, sitting, standing, pushing, and pulling.
Click here for technical assistance.
.jpg)