What are the responsibilities and job description for the Administrative Support II - HR Administrative Assistant position at City of Dublin?
Primary Focus:
At Dublin, it’s more than just a job. You’ll join a fun, fast-paced team that’s eager to support City staff with their HR needs so they can focus on the meaningful services that give the City of Dublin its long-recognized status as a premier community, not only locally, but also internationally. We offer amazing benefits, flexible work schedules, opportunities to support City wide events and initiatives, and an ability to grow and develop. Being employed by a local government, you may also be eligible for the Public Service Loan Forgiveness Program.
As the HR Administrative Assistant, you provide synergy to the team, create a positive impression for our guests and visitors, and support ongoing efforts of continuous innovation and improvement. You’ll provide support to function areas including but not limited to prepare and track budget, generate reports, maintain accounting and billing records, monitor and initiate financial transactions, coordinate travel and training arrangements, special event/meeting set up, oversight of personnel and administrative record keeping and record retention schedules, employment verification requests, and respond to general HR inquires. As needed, support City Hall front desk operations including greeting visitors, and directing calls.
Given the nature of this classification’s duties/responsibilities, it has been designated as Non-Exempt under the governing Fair Labor Standards Act regulations and, therefore, is entitled to formal overtime compensation and/or formal compensatory time.
Supervisory Responsibilities: None
Working at the City of Dublin is more than just a job – Join the City of Dublin today! In addition to a competitive pay plan, the City offers a comprehensive benefits program for our permanent full-time employees that includes, but is not limited to, the following:
Performs skilled and specialized administrative duties for the HR Team including data entry, generates reports and memos, tracks budget, maintains accounting and billing records, monitors and initiates financial transactions, coordinates travel and training arrangements, special events, administrative record keeping, etc.
Processes and monitors financial transactions, including researching and resolving discrepancies, p-card reconciliation, creates purchase orders, and reconciles receipts. Runs reports, manages and tracks budget, maintains accounting and billing records, and other intermediate level budget and accounting tasks.
Responsible for records management and retention including significant scanning and records destruction in accordance with established retention guidelines.
As needed support City Hall front desk operations including greeting visitors, and directing calls.
Organizes meetings, creates agendas, edits correspondence, originates and formats reports, orders office supplies or other similar responsibilities.
Prepares travel estimates, generates travel reports, arranges travel plans, reservations, and training registrations; creates purchase requisitions for travel and training expenses.
Greets visitors and routes them to appropriate individuals. Screens and prioritizes incoming calls. Researches and responds to internal and external customer inquiries and determines and takes appropriate action as required. Serves as a resource regarding defined set of policies and procedures.
Composes and produces documents, including drafting and generating routine communications; coordinates production (formatting, copying, etc.) and dissemination of documents, such as presentations, handouts, conference and seminar materials, reports, brochures, and displays.
May be assigned to oversee volunteers on work projects or events. May provide functional training to assigned seasonal or temporary staff.
Employee will be exposed to confidential and sensitive information as part of job responsibilities.
May take an active role in managing all or part of a project.
Other duties as assigned.
Minimum Qualifications:
High School diploma or GED and 3 years’ work experience performing intermediate administrative support responsibilities.
Skill with Microsoft Office Suite, and computer operations. Demonstrable ability to efficiently learn proprietary software.
Special Requirements:
Driver’s license
Physical Requirements:
Ability to operate standard office equipment in performing essential functions of work.
Ability to type in a sustained and continuous manner.
Other Qualifications:
Regular attendance, as governed by and in accordance with applicable rules, regulations, procedures and laws, is regarded as an essential requirement of this classification.
Compliance with training directives established by supervisory/managerial personnel.
Adherence to all applicable Federal and State safety laws, rules, and regulations and City safety policies/procedures.
Incumbent must model the following established core values: Integrity, Respect, Communication, Teamwork, Accountability, Positive Attitude, and Dedication to Service.
Customer Focus: Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services, acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
Problem Solving: Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn’t stop at the first answers.
Time Management: Makes decisions in a timely manner, sometimes with incomplete information and under tight deadlines and pressure; able to make a quick decision.
Priority Setting: Spends his/her time and the time of others on what’s important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.
Composure: Is cool under pressure; does not become defensive or irritated when times are tough; is considered mature; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesn’t show frustration when resisted or blocked; is a settling influence in a crisis.
Functional/Technical Skills: Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.
Interpersonal Savvy: Relates well to all kinds of people-up, down, and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.
At Dublin, it’s more than just a job. You’ll join a fun, fast-paced team that’s eager to support City staff with their HR needs so they can focus on the meaningful services that give the City of Dublin its long-recognized status as a premier community, not only locally, but also internationally. We offer amazing benefits, flexible work schedules, opportunities to support City wide events and initiatives, and an ability to grow and develop. Being employed by a local government, you may also be eligible for the Public Service Loan Forgiveness Program.
As the HR Administrative Assistant, you provide synergy to the team, create a positive impression for our guests and visitors, and support ongoing efforts of continuous innovation and improvement. You’ll provide support to function areas including but not limited to prepare and track budget, generate reports, maintain accounting and billing records, monitor and initiate financial transactions, coordinate travel and training arrangements, special event/meeting set up, oversight of personnel and administrative record keeping and record retention schedules, employment verification requests, and respond to general HR inquires. As needed, support City Hall front desk operations including greeting visitors, and directing calls.
Given the nature of this classification’s duties/responsibilities, it has been designated as Non-Exempt under the governing Fair Labor Standards Act regulations and, therefore, is entitled to formal overtime compensation and/or formal compensatory time.
Supervisory Responsibilities: None
Working at the City of Dublin is more than just a job – Join the City of Dublin today! In addition to a competitive pay plan, the City offers a comprehensive benefits program for our permanent full-time employees that includes, but is not limited to, the following:
- Opportunity to earn premium-free medical, dental, and vision benefits
- Employer-provided contributions to Health Savings or Health Reimbursement Account
- Healthy By Choice Wellness Program
- Employer-provided Short-term Disability (Non-Union Employees)
- Employer-provided Life Insurance
- Vacation, Sick, and Personal Leave
- Longevity Pay
- Tuition Reimbursement
- Employee Assistance Program
- Dublin Community Recreation Center Membership
Performs skilled and specialized administrative duties for the HR Team including data entry, generates reports and memos, tracks budget, maintains accounting and billing records, monitors and initiates financial transactions, coordinates travel and training arrangements, special events, administrative record keeping, etc.
Processes and monitors financial transactions, including researching and resolving discrepancies, p-card reconciliation, creates purchase orders, and reconciles receipts. Runs reports, manages and tracks budget, maintains accounting and billing records, and other intermediate level budget and accounting tasks.
Responsible for records management and retention including significant scanning and records destruction in accordance with established retention guidelines.
As needed support City Hall front desk operations including greeting visitors, and directing calls.
Organizes meetings, creates agendas, edits correspondence, originates and formats reports, orders office supplies or other similar responsibilities.
Prepares travel estimates, generates travel reports, arranges travel plans, reservations, and training registrations; creates purchase requisitions for travel and training expenses.
Greets visitors and routes them to appropriate individuals. Screens and prioritizes incoming calls. Researches and responds to internal and external customer inquiries and determines and takes appropriate action as required. Serves as a resource regarding defined set of policies and procedures.
Composes and produces documents, including drafting and generating routine communications; coordinates production (formatting, copying, etc.) and dissemination of documents, such as presentations, handouts, conference and seminar materials, reports, brochures, and displays.
May be assigned to oversee volunteers on work projects or events. May provide functional training to assigned seasonal or temporary staff.
Employee will be exposed to confidential and sensitive information as part of job responsibilities.
May take an active role in managing all or part of a project.
Other duties as assigned.
Minimum Qualifications:
High School diploma or GED and 3 years’ work experience performing intermediate administrative support responsibilities.
Skill with Microsoft Office Suite, and computer operations. Demonstrable ability to efficiently learn proprietary software.
Special Requirements:
Driver’s license
Physical Requirements:
Ability to operate standard office equipment in performing essential functions of work.
Ability to type in a sustained and continuous manner.
Other Qualifications:
Regular attendance, as governed by and in accordance with applicable rules, regulations, procedures and laws, is regarded as an essential requirement of this classification.
Compliance with training directives established by supervisory/managerial personnel.
Adherence to all applicable Federal and State safety laws, rules, and regulations and City safety policies/procedures.
Incumbent must model the following established core values: Integrity, Respect, Communication, Teamwork, Accountability, Positive Attitude, and Dedication to Service.
Customer Focus: Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services, acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.
Problem Solving: Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn’t stop at the first answers.
Time Management: Makes decisions in a timely manner, sometimes with incomplete information and under tight deadlines and pressure; able to make a quick decision.
Priority Setting: Spends his/her time and the time of others on what’s important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.
Composure: Is cool under pressure; does not become defensive or irritated when times are tough; is considered mature; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesn’t show frustration when resisted or blocked; is a settling influence in a crisis.
Functional/Technical Skills: Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.
Interpersonal Savvy: Relates well to all kinds of people-up, down, and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.
THE CITY OF DUBLIN IS AN EQUAL OPPORTUNITY EMPLOYER
Salary : $43,500 - $63,800
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