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Position: ADMINISTRATIVE SECRETARY - HUMAN RESOURCES
  Salary: $16.80 - $24.35 Per Hour
Position Type: Full Time
Close Date: Until Filled
Minimum Training & Experience

Graduation from high school supplemented by three to five years of responsible secretarial and administrative work experience, preferably at the department head level. Must have substantial proficiency with Word, Excel, and PowerPoint. Must be able to type 60 words per minute with accuracy. Strong data analytical abilities. HR experience preferred. The equivalent combination of education and related work experience may be considered.

CERTIFICATION: Certified Professional from IAAP or ASAP, or ability to obtain certificate in a designated time period.

Desirable Knowledge, Skills, & Abilities

• Considerable knowledge of proper English usage, vocabulary, punctuation, spelling, and basic mathematics.

• Considerable knowledge of advanced Microsoft Office Suite, office practices, equipment and software.

• Considerable skill in providing professional secretarial services, outstanding customer care, clerical, and administrative support.

• Considerable skill in applying responsible attention to detail in preparing reports and correspondence; excellent editing and proofreading ability.

• Considerable ability to exercise independent judgment and initiative in performing routine and non-routine tasks, including providing guidance to others and making frequent decisions in accordance with applicable policies and delegated responsibilities.

• Considerable ability to maintain a high level of confidentiality.

• Knowledge of the organization of the City and of related departments and agencies.

• Knowledge of and skill in the maintenance of efficient filing systems.

• Ability to type accurately at a rate sufficient for the successful performance of assigned duties.

• Ability to plan, organize and prioritize daily assignments and work activities; ability to meet strict timelines and perform multiple tasks.

• Ability to learn and utilize new skills and information to improve job performance and efficiency; ability to perform clerical administrative tasks quickly and accurately.

• Ability to work under stressful conditions as required; knows how to react calmly and quickly in emergency situations.

• Ability to maintain positive customer-focused relationships with co-workers, supervisors, agencies, the general public, and all other internal and external customers. Personally demonstrates appropriate customer service skills.

Specific Duties

• Prepares, types, processes, copies, files, and/or distributes various documents, which include responses to lawsuits, reports, personnel resolution/handbook, payroll, meeting minutes, forms, memos, correspondence, etc.; maintains current news and information on department web sites.

• Performs routine to complex secretarial administrative and clerical work as required: serves as department grammarian.

• Prepares department payroll using Excel and the City’s financial system.

• Assists with the preparation, calculations and execution of the HR budget.

• Coordinates citywide events, plans meetings, reserve venue, checks calendars of participants, sends invitations and announcements, arranges food, receives replies and responses from invitees, arranges for special equipment, provides hand-outs, coordinates cleanup. Serves as lead team member for Customer Appreciation Days, Leadership Development Graduations etc.

• Provides clerical, administrative and setup support for the citywide HR training classes.

• Answers telephone for the department head; takes citizen complaints; provides information to employees and citizens as requested and/or forwards calls to appropriate staff person. Records messages as needed.

• Provides support to HR Director Outlook calendar. Arranges meetings and appointments to meet organization efficiencies.

• Performs all other duties as may be assigned to meet organizational needs.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

 
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