What are the responsibilities and job description for the Human Resources Assistant position at City of Chesapeake?
Position Information
Working Title of Vacant Position
Human Resources Assistant
Job Type
Full Time
Posting Type
Public
Number of Vacancies
1
Department
HUMAN RESOURCES
Division
HUMAN RESOURCES
Requisition Number
2025018
Number of hours worked per week
40
Work Schedule
Monday – Friday (8:00am-5:00pm). Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.
Work Site Location
Chesapeake, VA
Position Driving Requirement
O - Occasional
Pay Grade
GE03
Pay Basis
Semi-Monthly
Advertised Salary
$36,014-$47,719; Depending on qualifications and experience.
Job Description
The Office Specialist (Human Resources Assistant) will perform administrative tasks and services to support effective and efficient operations of the City’s Human Resources Department. This position requires outstanding administrative and communication skills and is expected to have great organizational and time management skills. This position must be able to follow instructions and have the ability to multitask and adjust in a fast-paced environment.
Duties and Responsibilities
Duties and Responsibilities
- Answers multi-line phones and be able to forward calls to the appropriate person or department.
- Provides clerical support to the Human Resources departmental staff.
- Conducts or assists with prospective new hire paperwork to include background check paperwork, preparing identification badges and processing fingerprints.
- Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
- Pays invoices and creates requisitions for purchase orders.
- Maintains accurate and up-to-date human resource files, records, and documentation.
- Maintains the integrity, confidentiality, and scheduling of human resource files and records.
- Performs periodic review of files and records to ensure that all required documents are collected and filed appropriately.
- Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, webinars, and employee recognition events.
- Assists with training class enrollment to include classroom setup, printing certificates, and tracking attendance.
- Orders and maintains supplies for the department.
- Processes employment verifications that are not completed via the Work number.
- Assists with compiling data for Subpoenas and/or FOIA requests.
- Performs other duties as assigned.
Required Skills and Abilities
- Excellent verbal and written communication skills.
- Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
- Excellent organizational skills and attention to detail.
- Able to work in a fast-paced environment with varying deadlines.
- Proficient with Microsoft Office Suite or related software.
- Proficient with or the ability to quickly learn PeopleSoft, Laserfiche, MUNIS, and CLICK.
- Prior related office experience preferred.
Required Qualifications
VOCATIONAL/EDUCATIONAL REQUIREMENT:
Requires a high school diploma or GED/HSE and any combination of education and experience equivalent to satisfactory completion of one year of college education in word processing, secretarial skills, or a closely related field.
EXPERIENCE REQUIREMENT:
In addition to satisfying the vocational/education standards, this position requires a minimum of three years of full-time equivalent experience in administrative support.
SPECIAL CERTIFICATIONS AND LICENSES:
Requires valid driver’s license and driving record in compliance with City Driving Standards.
SPECIAL REQUIREMENTS:
Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.
Requires a high school diploma or GED/HSE and any combination of education and experience equivalent to satisfactory completion of one year of college education in word processing, secretarial skills, or a closely related field.
EXPERIENCE REQUIREMENT:
In addition to satisfying the vocational/education standards, this position requires a minimum of three years of full-time equivalent experience in administrative support.
SPECIAL CERTIFICATIONS AND LICENSES:
Requires valid driver’s license and driving record in compliance with City Driving Standards.
SPECIAL REQUIREMENTS:
Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.
Preferred Qualifications
Posting Detail Information
Job Open Date
01/10/2025
Job Close Date
01/17/2025
Open Continuous
No
Special Instructions to Applicants
This is an on-site position not eligible for remote work.
The City of Chesapeake offers an exceptional range of benefits. Please browse our Benefits Brochure, for a full list of benefits and employee perks.
The City of Chesapeake offers an exceptional range of benefits. Please browse our Benefits Brochure, for a full list of benefits and employee perks.
ADA Checklist
Overall Physical Strength Demands
Overall Physical Strength Demands
S=Sedentary - Exerting up to 10 lbs. occasionally or small weights frequently; sitting most of the time.
Physical Demands
C = Continuously- 2/3 or more of the time. F = Frequently- From 1/3 to 2/3 of the time. O = Occasionally- Up to 1/3 of the time. R = Rarely- Less than 1 hour per week. N = Never- Never occurs.
Standing
Occasionally- Up to 1/3 of the time.
Sitting
Continuously- 2/3 or more of the time.
Walking
Frequently- From 1/3 to 2/3 of the time.
Lifting
Occasionally- Up to 1/3 of the time.
Lifting Amount
Exerting up to 20 lbs
Carrying
Occasionally- Up to 1/3 of the time.
Carrying Weight
Exerting up to 20 lbs
Pushing/Pulling
Occasionally- Up to 1/3 of the time.
Pushing/Pulling Weight
Exerting up to 20 lbs
Reaching
Frequently- From 1/3 to 2/3 of the time.
Handling
Frequently- From 1/3 to 2/3 of the time.
Fine Dexterity
Frequently- From 1/3 to 2/3 of the time.
Kneeling
Rarely- Less than 1 hour per week.
Crouching
Rarely- Less than 1 hour per week.
Crawling
Never- Never occurs.
Bending
Occasionally- Up to 1/3 of the time.
Twisting
Occasionally- Up to 1/3 of the time.
Climbing
Rarely- Less than 1 hour per week.
Balancing
Never- Never occurs.
Vision
Continuously- 2/3 or more of the time.
Hearing
Continuously- 2/3 or more of the time.
Talking
Continuously- 2/3 or more of the time.
Foot Controls
Continuously- 2/3 or more of the time.
Machines, Tools, Equipment and Work Aids Used
Computer, Xerox Workcentre, Laserfiche Scanner, Telephone, Audio/Video Equipment.
Protective Equipment Required
No
Health and Safety
D = Daily W = Several Times Per Week M = Several Times Per Month S = Seasonally N = Never
Mechanical Hazards
N = Never
Chemical Hazards
N = Never
Electrical Hazards
N = Never
Fire Hazards
N = Never
Explosives
N = Never
Communicable Diseases
N = Never
Physical Danger or Abuse
N = Never
Other
If Other, Description
Environmental Factors
D = Daily W = Several Times Per Week M = Several Times Per Month S = Seasonally N = Never
Dirt and Dust
D = Daily
Extreme Temperatures
S = Seasonally
Noise and Vibration
S = Seasonally
Fumes and Odors
S = Seasonally
Wetness/Humidity
S = Seasonally
Darkness or Poor Lighting
N = Never
Primary Work Location
Office Environment
Non-Physical Demands
C = Continuously- 2/3 or more of the time. F = Frequently- From 1/3 to 2/3 of the time. O = Occasionally- Up to 1/3 of the time. R = Rarely- Less than 1 hour per week. N = Never- Never occurs.
Time Pressures
Occasionally- Up to 1/3 of the time.
Emergency Situations
Occasionally- Up to 1/3 of the time.
Frequent Change of Tasks
Occasionally- Up to 1/3 of the time.
Irregular Work Schedule/Overtime
Rarely- Less than 1 hour per week.
Performing Multiple Tasks Simultaneously
Frequently- From 1/3 to 2/3 of the time.
Working Closely with Others as Part of a Team
Frequently- From 1/3 to 2/3 of the time.
Tedious or Exacting Work
Frequently- From 1/3 to 2/3 of the time.
Noisy/Distracting Environment
Occasionally- Up to 1/3 of the time.
Other
If Other, Description
Can anyone assist the employee in performing the primary tasks assigned to this position? If yes, identify the eligible task(s)
Will be working closely with Supervisor and co-workers on many different tasks.
Professional References
Professional References
Please provide contact information for professional references.
Minimum Requests
0
Maximum Requests
4
Salary : $36,014 - $47,719
