JOB DESCRIPTION

 

 

JOB TITLE:  Administrative Assistant I (Human Resources)

 

MAINTENANCE REVIEW DATE:  November 2000

 

ORG/POS #:  1200/1460

 

JOB OBJECTIVE:  To provide administrative and clerical support to the Director of Human Resources and the Employee Services Manager.

 

ACCOUNTABILITY:  Receives general supervision from the Employee Services Manager.

 

ESSENTIAL JOB FUNCTIONS:

 

1.         Screens visitors, mail and telephone calls to the Department Director’s office; answers questions or refers individuals to the appropriate persons.

 

2.         Answers questions and provides information regarding personnel policy to persons calling or visiting the Department; receives and handles complaint calls.

 

3.         Processes grievances and disciplinary action appeal hearing requests by logging requests, scheduling hearings, and securing meeting rooms; sets up for hearings; creates and maintains files; mails hearing notices to appropriate individuals.

 

4.         Gathers support data for Civil Service Commission meetings and hearings; prepares packets and agenda and forwards materials to all Civil Service Commissioners prior to each meeting; writes minutes of Commission meetings.

 

5.         Schedules Civil Service Commission meetings, including securing meeting rooms, court reporters and attorneys.

 

6.         Contacts attorneys regarding the preparation of joint stipulations for Civil Service Commission disciplinary appeal hearings.

 

7.         Prepares budget transactions for the Department; including purchase requisitions, purchase orders, and Appropriation Transfer Requests (ATRs); reviews purchase requisitions to ensure items requested have been budgeted and comply with budget and procedural constraints; obtains approval from Department Director for major purchases.

 

8.         Composes and types correspondence, narrative and statistical reports, and special materials, utilizing a microcomputer with database, spreadsheet, and word processing software; takes and transcribes dictation from notes or tape.

 

9.         Makes travel arrangements for the Department Director, other Department staff members and other individuals as required.

 

10.       Processes Freedom of Information (FOI) complaints by gathering requested information and ensuring response is timely and accurate and that privacy issues are protected.

 

JOB TITLE:  Administrative Assistant I (Human Resources)

JOB DESCRIPTION – CONTINUED

 

 

11.       Arranges appointments for the Department Director.

 

12.       Maintains files of Departmental correspondence, reports and other information for the Department Director.

 

13.       Writes specifications for materials and equipment; contacts potential vendors to obtain price quotes; prepares requisition forms for accepted bids.

 

14.       Serves as Department liaison for all equipment repair requests; contacts the Building Services Division to schedule maintenance and repairs for the Department.

 

15.       Assists in compiling salary and benefit survey results; distributes survey results; responds to requests for salary information from other organizations by completing written surveys and providing information by telephone.

 

16.       Receives and sorts incoming mail and delivers to appropriate personnel.

 

17.       Monitors printouts of long-distance telephone calls made by Department staff members to ensure the billing is accurate and Department is in compliance with auditing policies.

 

18.       Maintains office supplies inventory and places orders.

 

SECONDARY DUTIES AND RESPONSIBILITIES:

 

1.         Serves as backup to the Human Resources Systems Coordinator by processing Human Resources Department payroll and payroll-related forms.

 

2.         Serves as backup to the Human Resources Document Specialist by updating Department documents such as job announcements, job descriptions and uploading new and revised web pages to the City’s server.

 

3.         Performs other related duties as required.

 

SUPERVISORY RESPONSIBILITIES:  None.

JOB SPECIFICATION

ADMINISTRATIVE ASSISTANT I (HUMAN RESOURCES)

 

 

GENERAL STATEMENT OF DUTIES:  Performs work of average difficulty in providing administrative and clerical support to the Director of Human Resources and the Employee Services Manager.

 

MAINTENANCE REVIEW DATE:  November 2000

 

EXAMPLES OF WORK:  (Illustrative)

 

Screens visitors, mail and telephone calls to the Department Director’s office; answers questions or refers individuals to the appropriate persons.

 

Answers questions and provides information regarding personnel policy to persons calling or visiting the Department; receives and handles complaint calls.

 

Processes grievances and disciplinary action appeal hearing requests by logging requests, scheduling hearings, and securing meeting rooms; sets up for hearings; creates and maintains files; mails hearing notices to appropriate individuals.

 

Gathers support data for Civil Service Commission meetings and hearings; prepares packets and agenda and forwards materials to all Civil Service Commissioners prior to each meeting; writes minutes of Commission meetings.

 

Schedules Civil Service Commission meetings, including securing meeting rooms, court reporters and attorneys.

 

Contacts attorneys regarding the preparation of joint stipulations for Civil Service Commission disciplinary appeal hearings.

 

Prepares budget transactions for the Department; including purchase requisitions, purchase orders, and Appropriation Transfer Requests (ATRs); reviews purchase requisitions to ensure items requested have been budgeted and comply with budget and procedural constraints; obtains approval from Department Director for major purchases.

 

Composes and types correspondence, narrative and statistical reports, and special materials, utilizing a microcomputer with database, spreadsheet, and word processing software; takes and transcribes dictation from notes or tape.

 

Makes travel arrangements for the Department Director, other Department staff members and other individuals as required.

 

Processes Freedom of Information (FOI) complaints by gathering requested information and ensuring response is timely and accurate and that privacy issues are protected.

 

Arranges appointments for the Department Director.

 

Maintains files of Departmental correspondence, reports and other information for the Department Director.

 

JOB TITLE:  Administrative Assistant I (Human Resources)

JOB SPECIFICATION - CONTINUED

 

 

Writes specifications for materials and equipment; contacts potential vendors to obtain price quotes; prepares requisition forms for accepted bids.

 

Serves as Department liaison for all equipment repair requests; contacts the Building Services Division to schedule maintenance and repairs for the Department.

 

Assists in compiling salary and benefit survey results; distributes survey results; responds to requests for salary information from other organizations by completing written surveys and providing information by telephone.

 

Receives and sorts incoming mail and delivers to appropriate personnel.

 

Monitors printouts of long-distance telephone calls made by Department staff members to ensure the billing is accurate and Department is in compliance with auditing policies.

 

Maintains office supplies inventory and places orders.

 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

 

Considerable knowledge of standard office practices and procedures.

 

Considerable knowledge of hard copy and computer filing and record-keeping systems.

 

Considerable knowledge of computer fundamentals and business software, including database, spreadsheet, and word processing software.

 

Considerable knowledge of budget processes.

 

Good knowledge of Civil Service Commission Rules and Regulations.

 

Good knowledge of the City’s Administrative Personnel Policies and Procedures.

 

Good knowledge of research methods and techniques.

 

Good knowledge of applicable City-wide and Departmental policies, procedures, and ordinances.

 

Some knowledge of descriptive and inferential statistics.

 

Skill in the operation of a computer terminal and microcomputer, utilizing database, spreadsheet, and word processing software.

 

Skill in the operation of a ten-key calculator.

 

Ability to analyze and interpret research findings.

 

Ability to prepare detailed narrative and statistical reports.

 

Ability to maintain hard copy and computer filing and record-keeping systems.

 

JOB TITLE:  Administrative Assistant I (Human Resources)

JOB SPECIFICATION - CONTINUED

 

 

Ability to interpret laws and regulations.

 

Ability to monitor budget expenditures and determine annual budget requirements.

 

Ability to perform mathematical calculations.

 

Ability to communicate effectively, both orally and in writing.

 

ACCEPTABLE EXPERIENCE AND TRAINING:

 

Completion of two (2) years of college coursework in Business Administration, Public Administration, or a related area; at least two (2) years of administrative experience; OR any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

JOB TITLE:  Administrative Assistant I (Human Resources)

JOB SPECIFICATION - CONTINUED

 

 

PHYSICAL REQUIREMENTS:  The physical demands marked below are representative of those that will be required to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

                                                                            YES                                                                            NO

Lifting (lbs.)		ü
Carrying (lbs.)		ü
Stooping, Bending		ü
Kneeling, Squatting		ü
Walking		ü
Standing		ü
Sitting		ü
Climbing, Balancing (e.g., climbing and working from ladder)		ü
Use of Hands to Finger, Handle, or Feel	ü
Physical Coordination (sequential or simultaneous use of hands, arms, feet, and legs)		ü
Eye-Hand Coordination	ü
Close Vision (clear vision at 20" or less)		ü
Distance Vision (clear vision at 20' or more)		ü
Color Vision (ability to identify and distinguish colors)		ü
Depth Perception (ability to judge distance spatial relationships)		ü
Hearing	ü

 

WORK ENVIRONMENT:

 

The environmental conditions marked below are common to this job:

 

                                                                            YES                                                                            NO

Outdoor Weather Conditions		ü
Wet, Humid Conditions (non-weather)		ü
Work Near Moving Mechanical Parts		ü
Work in High, Precarious Places		ü
Fumes or Dust		ü
Toxic or Caustic Chemicals		ü
Extreme Heat (non-weather over 90º F.)		ü
Low Noise (e.g., business office)	ü
Moderate Noise (e.g., light motorized equipment such as lawn mowers)		ü
Loud Noise (e.g., jackhammer, heavy motorized equipment)		ü