Senior Administrative Assistant - HR

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES

          Performs administrative support services for the Human Resources Division.  Performs related work and duties as required.

SUPERVISION RECEIVED

          Works under the general supervision of the ADS of HR and under the direct supervision of the Assistant Directors of Personnel.

DUTIES AND RESPONSIBILITIES

1. Answers requests for information by the public and employees.
2. Enters data into the attendance, payroll and personnel database systems.  Completes personnel and payroll projects, forms and reports as directed.
3. Performs office duties such as data entry, filing of paperwork into personnel files, answering the telephone, covering the switchboard, copying, faxing, and addressing employee questions.
4. Exercises thorough substantive knowledge of office policies procedures and operations of the Department and exercises knowledge of assigned office or division.
5. Maintains personnel history files and employee records.
6. Monitors sick time usage and assists in the administration of the Department managing attendance policies.
7. Responsible for moderate to complex level of quantitative and qualitative analysis of pertinent subject matter.
8. Flexibility and ability to learn and perform new duties and skills as assigned.
9. Other duties and assignments as the Sheriff may request from time to time.

QUALIFICATIONS

1. Knowledge of word processing and spreadsheet applications required.  Knowledge of Peoplesoft and Kronos applications preferred.  Knowledge of rules of the Fair Labor Standards Act (FLSA) and experience in calculating FLSA premium payments preferred.
2. Ability to interact with employees and the public in a pleasant and discreet manner.  Ability to establish and maintain effective working relationships with individuals at all levels throughout the organization, in other agencies, and in private industry.  High levels of customer service, independence, leadership and willingness to write and maintain documentation.  Must perform duties with a high degree of confidentiality.
3. Thorough substantive knowledge of office procedures, practices, and equipment, including personal computers is required.
4. Knowledge of personnel administration and payroll procedures, rules of the Commonwealth, and the ability to apply these to personnel matters is preferred.
5. Ability to demonstrate initiative and to work with co-workers and consultants.  Self-motivator, ability to meet project deadlines and work on multiple projects simultaneously is essential.  Ability to maintain accurate records.
6. Ability to complete moderate to complex level of qualitative and quantitative analyses.  Strong analytical and problem solving skills are required. Attention to detail is crucial. Need for creativity, flexibility and organizational skills. 
7. Ability to recognize administrative problems and to recommend solutions to division manager to improve efficiency.
8. Ability to communicate effectively in oral and written form required.
9. Ability to assume increased responsibility in absence of supervisor or division manager.
10. High school graduate with business school or specialized training or considerable experience or a combination of training and experience, which provides the knowledge skills and abilities described above.  Bachelor degree preferred.  Bi-lingual preferred.

ESSENTIAL FUNCTIONS

1. Review daily rosters and enter data from rosters into time and attendance system.
2. Review spreadsheet reports and enter data into HRCMS payroll system.
3. Review sick notes for compliance with policy.
4. Answer telephone and respond to inquiries.
5. Regular, punctual and predictable attendance at assigned workplace;
6. Meet regular weekly deadlines to ensure payroll is processed timely.
7. Knowledge of, compliance with, and enforcement of Department policies and procedures;
8. Compliance with security procedures;
9. Obeying of moderately complex oral and written orders;
10. Communicating effectively both orally and in writing;
11. Able to independently initiate a project, execute the necessary steps, and complete in a timely and effective manner;
12. Deal calmly and effectively with stressful situations, including emergencies; and
13. Exercise good judgment.

MINIMUM PHYSICAL REQUIREMENTS FOR ESSENTIAL FUNCTIONS

1. communicate orally with employees and the public;
2. read and enter information from rosters and spreadsheets and enter the information into appropriate electronic database;
3. climb a small step ladder to reach personnel files;
4. pull personnel files, review contents, and file paperwork into files;
5. sit or stand periodically for 8 hours;
6. lift up to 5 pounds;
7. carry up to 5 pounds;
8. climb stairs occasionally;
9. walk short distances; and
10. write and type.

ADDITIONAL FUNCTIONS OF POSITION

            Participation in mandatory training.