EXAMPLES OF DUTIES AND RESPONSIBILITIES:
(Any one position may not include all of the duties listed nor do the listed examples include all tasks that may be found in positions of this class.)

• Prepares correspondence, reports, forms, receipts, brochures, warrants, vouchers, work orders, contracts, brochures, certificates and specialized documents related to the department from drafts, notes, brief instructions, corrected copy or prior materials using computer programs with form and/or graphics.
• Acts as receptionist, providing a high level of customer service to both external and internal customers; receives and screens visitors and telephone calls; takes messages, directs the caller to the proper office or person and/or provides factual information regarding City and departmental activities and functions that may require the application and explanation of rules, policies and procedures.
• Composes standard correspondence, such as transmittal letters, from prior materials or brief instructions.
• Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting and correct English usage including grammar, punctuation and spelling.
• Enters, edits, updates and retrieves data from narrative reports or spreadsheets and prepares periodic or special reports, following established formats and menus; may create new departmental forms; may perform production data entry on a project basis.
• Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.
• Establishes and maintains office files, including confidential personnel and medical files, following an established records management system; complies with legal request for copies of files; purges files as required.
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders and arranging for equipment purchase and maintenance.
• Processes and distributes incoming and outgoing mail for the office or department.
• Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment and multi-line telephones; may operate a two-way radio or other department-specific equipment.
• May prepare, review and/or enter employee time card information and maintain related records for departmental staff.
• May prepare meeting agendas and minutes for departmental and/or specified committee or advisory body meetings; may serve on a variety of departmental or City-wide project teams or committees.
• May collect and account for fees and other monies collected.
• May complete standard forms (both online formats and hard copy) with information from the public.
• Schedules appointments, meetings, and meeting rooms.
• Coordinates timetables and work priorities with other City departments.
• Performs special projects as assigned.
• Makes travel arrangements, keeps records of expenses.
• Completes salary surveys from other cities.
• Tracks safety tailgate meetings and safety inspections.
• Processes claims filed against the City.
• Processes workers compensation claims.
• Performs related duties similar to the above in scope and function as required.

• Standard office practices and procedures, including filing and the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Correct business English, including vocabulary, spelling, grammar and punctuation.
• Computer applications related to the work, including basic word processing and basic spreadsheet applications.
• Record keeping and filing principles and practices.
• Standard business arithmetic and basic statistical techniques.
• Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone.

• Departmental and City functions, policies and procedures, including the inter-relationship of such functions with those of other public, private, business and educational agencies.
• Applicable laws, rules and regulations.
• Advanced word processing, spreadsheets, database management and website applications related to the work.

• Perform a variety of office support duties following standard guidelines, but requiring the use of independent judgment on occasion.
• Interpret and implement policies, procedures and computer applications related to the department or organizational unit to which assigned.
• Review and discuss confidential matters, including labor negotiations, with tact and ensure confidentiality is maintained.
• Compose standard correspondence and reports independently or from brief instructions.
• Make accurate arithmetic and statistical calculations and receipt and balance money.
• Use English effectively to communicate in person, over the telephone and in writing.
• File with speed and accuracy.
• Use independent judgment within established procedural guidelines and written directions.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Work in a team atmosphere and participate on a variety of departmental and City-wide committees to enhance the provision of all City services.
• Schedule and coordinate events.
• Enter data into standard computer formats and produce correspondence and reports with speed and accuracy sufficient to perform assigned work.
• Work occasional overtime, and/or work evening or off-hour shifts.
• Work in a standard office setting, use standard office equipment (including a computer), and move between various office locations.
• Lift and carry office materials weighing up to ten pounds.
• Read printed materials and a computer screen.

• Interpret, apply and explain department and City regulations, policies and procedures.
• Compile information from various sources and preparing accurate records, reports and files.
• Use specialized software related to the department, including database management, graphics and publication production and departmental Website maintenance.
• Develop effective team relationships with City staff at all levels.
• Organize own work, set priorities, work independently on a day-to-day basis, meeting critical deadlines and balancing multiple objectives.
• Direct and review the work of staff on a project basis.

EDUCATION AND EXPERIENCE:

Human Resources Administrative Assistant I - Confidential: 

Equivalent to graduation from high school;

and

One year of office support, secretarial or general clerical experience. 

Word processing speed of at least 45 w.p.m. is required. 

Experience in dealing with the public and working in a human resources department is desirable.

Human Resources Administrative Assistant II - Confidential: 

In addition to the above: