Executive Assistant - HR - Temporary

DEPARTMENT: Human Resources
POSITION REPORTS TO: Director of Human Resources
POSITIONS SUPERVISED: None
BLS COMPARABLE: 43-6011, Executive Secretaries & Administrative Assistants

Leadership: Provides co-worker leadership to others through motivation, team building, and providing feedback.

CONDITIONS OF EMPLOYMENT

• Subject to post offer, pre-employment drug screen.
• Subject to a pre-employment criminal background check.
• Advanced Word & Excel skills.
• Keyboarding speed of 55 wpm.
• English proficiency.

POSITION PURPOSE: To enhance the quality of the City of Enid work atmosphere through accurate and efficient support services to the Human Resources Department.
ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Process, verify, and maintain documentation relating to personnel activities such as staffing, recruitment, training, grievances, performance evaluations, and classifications.
• Prepare and process invoices, reports, memos, letters, budget/financial statements, purchase orders, inventory statements, and other documents, using word processing, spreadsheet, database, and/or presentation software.
• Assist with recruitment activities to obtain qualified applicants for vacant positions in conjunction with supervisors of departments.
• Search employee files in order to obtain information for authorized persons and organizations, such as credit bureaus and finance companies.
• Explain company and personnel policies, benefits, and procedures to employees or job applicants.
• Coordinate annual events to include open enrollment and health fair.
• Copy, email, and scan documents as may be required.
• Read, analyze, and distribute incoming memos, submissions, and reports. Docket relevant dates in calendar. Draft routine responses.
• File and retrieve documents, records, and reports, including employment applications and personnel files.
• Provide customer service by greeting visitors and screening access to personnel and work areas. Answer questions, complaints, and resolve problems, referring when necessary to the appropriate person.
• Complete municipality, Oklahoma Municipal League, and Department of Labor surveys regularly.
• Compile a variety of data from general specifications into detailed reports for both internal use and outside agency use. Create and maintain corresponding spreadsheets.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic recordkeeping.
• Prepare agendas, arrange, and record minutes for committee, board, and other meetings.
• Provide training for switchboard operators; provide switchboard relief for daily breaks and as needed.
• Suggest improvement to methods and processes.
• Maintain confidentiality of records, including private health information.
• Provide assistance to other departments as needed.
• Perform other duties as required.

PERFORMANCE MEASUREMENTS

• The Human Resources Department runs smoothly and efficiently. Work area is clean and well maintained.
• Federal and State reports are submitted in a timely and accurate manner.
• Courteous, professional, and effective working relationships are maintained with employees, supervisors, and representatives of external organizations.
• Supply orders are placed in a timely and efficient manner. Human Resources staff has the materials they need to perform their jobs adequately.
• Effective working relations exist with City personnel.
• New employees are well trained and assisted. Management is appropriately informed.
• Employee understands and adheres to applicable safety policies.
• The City’s professional reputation is maintained.

QUALIFICATIONS EDUCATION/EXPERIENCE:
One-year certificate from college or technical school; and one year related experience and/or training; or equivalent combination of education and experience.

CERTIFICATES/LICENSES:
Additional related training preferred.

REQUIRED KNOWLEDGE:
Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services.

Computer: Proficient personal computer skills including electronic mail, record-keeping, routine database activity to include development of spreadsheets, formulas, record tracking applications, word processing, graphics, etc.

English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Personnel and Human Resources: Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.

SKILLS/ABILITIES:

• Ability to maintain confidentiality.
• Ability to use a multi-line telephone.
• Ability to arrange in alphabetical and numerical order.
• Handle multiple tasks simultaneously.
• Accurate and attentive to detail.
• Excellent communications and public relations abilities.
• Ability to assist and support others.
• Able to operate telephone, PC, copier, and other basic business machines.

PHYSICAL & MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION FINGER DEXTERITY:
Manual dexterity sufficient to work with the fingers, reach/handle items, and perceive attributes of objects and materials.

VISUAL ABILITIES:
Normal vision, with or without corrective lenses.

PHYSICAL STRENGTH:
Exerts up to 25 lbs. of force occasionally. Light physical activity performing non-strenuous daily activities of an administrative nature. Extensive sitting. Frequent use of arms, hands, and fingers to reach, handle, touch, and feel.

LANGUAGE/COMPREHENSION:
Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to effectively present information to top management.

REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

MATHEMATICS ABILITY:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratio, and percent and to draw and interpret bar graphs.

WORK SCHEDULE/HOURS:
Regular –8 hour shift, typically 8:00 a.m. to 5:00 p.m., Monday through Friday.
Other–Variable lunch period and breaks in coordination with other office personnel.

WORK CONDITIONS:
Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.

NOISE LEVEL:
Moderate noise (examples: business office with computers and printers, light traffic).

OTHER WORK CONDITIONS:
None.
ADVANCEMENT CRITERIAINTERMEDIATE:
4-6 years clerical experience or work in related field.
Proficient knowledge of Great Plains software.
Training or certification from vocational coursework.
Proficient knowledge of HR operating procedures.
Conversational Spanish.Bi-lingual.
Additional training in HR related field such as benefits, employment law, etc.
Ability to act as HR Generalist for short periods.
Knowledge of safety as it applies to the job.
Valid CPR certification.

ADVANCED:
7 years specialized clerical or departmental experience.
Advanced knowledge of Great Plains software.
Associate’s Degree or equivalent in related field.
Advanced knowledge of HR operating procedures.
Advanced knowledge of an HR related field such as worker’s compensation, benefits, employment law, etc.
Ability act as HR Generalist for extended periods.

JOB DESCRIPTIONS

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected.

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.

Job Types: Full-time, Temporary

Pay: $19.20 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Monday to Friday

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $19