Human Resources Assistant

Department/Division: Human Resources

Job Type: Full Time

Pay: $40,000.00 Annual Salary and Benefits

Position Summary

Under the administrative direction of the Director of Human Resources, this position performs a variety of responsible and confidential administrative, secretarial, and clerical duties in support of the Human Resources Department. The position requires knowledge of daily departmental operations and the ability to manage multiple tasks while exercising independent judgment and maintaining confidentiality.

Responsibilities include preparing departmental time records and payroll reports; typing, proofreading, and preparing a variety of documents; and creating and maintaining charts, graphs, spreadsheets, and databases. The position also assists the department head or designee in collecting information and preparing materials for reports, research, and special projects.

Additional responsibilities include assisting with employee and retiree benefits administration, including health insurance, workers’ compensation, Medicare supplemental coverage, death benefits, and IMRF enrollment. The position maintains comprehensive personnel and administrative records and files and must develop a working knowledge of IMRF, workers’ compensation, and employee benefit programs in order to assist employees and retirees.

Essential Duties and Responsibilities

• Research, tabulate, and summarize information of routine, periodic, or special reports, complete surveys as needed, for example, wage statements for employees.
• Responsible for the completion of the EEO-4 report.
• Responsible for maintaining and reporting on the OSHA 300, 301, and 301A reports.
• Prepares a variety of materials, including reports, budget requests, and related fiscal material, special reports of departmental activities or programs.
• Establishes and maintains office files, specifically personnel files, medical files, workers’ compensation, and general informational files.
• Maintain confidential records and files and handle confidential correspondence and records.
• Submits information on new personnel to the Tourism Department for the newsletter.
• Screen and place calls, monitor and follow up on messages, and refer callers to appropriate parties.
• Audit I-9 forms, maintain, audit, and destroy per Federal regulations.
• Send, file, and maintain FMLA paperwork.
• Receive, welcome, and assist employees and the general public, or refer to appropriate parties.
• Prepares departmental time records and payroll reports. Audits leave balances.
• Prepares leave balance report annually.
• Prepares reports for the annual audit.
• Prepares new employee paperwork and assists in the orientation of new employees, including the Aquatic Zoo seasonal employees.
• Processes required paperwork for employee transfers, changes in job classification, salary increases, and other related employment matters.
• Compose standard letters in response to routine correspondence.
• Proofread and correct errors in documents.
• Receives and distributes office mail.
• Operates computer, calculator, copy machine, fax machine, scanner, ID maker, and related office equipment.
• Performs all other duties as assigned
  

Supervisory and Administrative Responsibilities

• Knowledge of proper telephone etiquette and ability to effectively communicate in a courteous, tactful, and diplomatic manner.
• Ability to prepare and compile departmental data for use in various types of reports.
• Ability to work independently, confidentially, and efficiently without direct or continued supervision.
• Ability to maintain effective working relationships with the general public and fellow employees.
• Ability to type a minimum of 55 (net) words per minute.
• Ability to operate general office machines accurately and efficiently.
• Requires proficient knowledge of computers, specifically the Windows Operating System, and computer programs, such as Microsoft Office Suite.
• Must have solid time-management skills and be able to prioritize.
• Ability to successfully pass a medical and background screening

Qualifications

Education

• Requires knowledge, skill, and mental development equivalent to the completion of four years of high school.
• Requires the ability to pass the Adult Basic Education Test.
• A two-year degree in Secretarial Science or a directly related field is desirable.
  

Experience

• Minimum of two years of responsible secretarial experience, including business English, general clerical skills, and computer knowledge.
• One-on-one experience in dealing with the general public and business professionals.
• Ability to establish and maintain a complex set of confidential files and records.
• Excellent written and verbal communication skills.
• Strict confidentiality in daily duties.
• Excellent organizational skills and attention to detail.
• Knowledge of the function, organization, and operation of City Government.
• Extensive knowledge of modern office procedures, equipment, and practices.
  

Work Schedule

8-hour days, 40 hours per week.  Working shift is 8:00 a.m. to 5:00 p.m., Monday through Friday.

Physical Requirements

• Able to stand, sit, kneel, and lift less than 20 pounds.
• Use written sources of information, e.g., read reports, procedural documentation, and reference materials.
• Use non-verbal auditory sources of information, such as the telephone, speaking with individuals who come into the Human Resources office.
• Digital dexterity, e.g., using a computer keyboard.
• Use oral communication to perform work, e.g., answer the telephone, receive visitors

Residency Requirement

All applicants shall reside in either Jefferson County or a County adjacent to Jefferson County, including any of the following: Marion, Wayne, Hamilton, Franklin, Perry, or Washington, as their principal place of residence, within six (6) months of hire, and thereafter at all times during the time of their employment by the City. Any employee who shall fail to establish and/or maintain his or her domicile and residency as required herein shall be subject to discharge from employment with the City.

Additional Information

FSLA Classification

 Non-Exempt.

Pay Schedule

Biweekly (every other Friday)