Administrative Assistant - HR

Position Summary

Essential Job Functions

Essential Job Functions represents 20%-50% of working time on a regular basis, subject to the varying demand of specific functions. All functions listed below are considered essential and are expected to be completed regularly and efficiently by any incumbent. Regular, punctual and on-site attendance is essential for all functions listed below. Remote/Telework is significantly limited in this situation and on-site attendance is essential.

This position provides direct support to the Human Resources Department and to other City departments by providing top-tier customer service and performing related tasks such as AP/AR activities related to Human Resources functions, salary survey response and tracking, record maintenance, front desk administration, employee event planning and more.

Essential Job Functions include:
HR Programs and Direct Oversight

• Responsible for the departmental AR/AP functions, including but not limited to the accurate and timely reviewing and processing of all invoices, payments and reconciliations with various vendors in accordance with purchasing guidelines, procedures and laws. Primarily responsible for making and reviewing P-card transactions and reconciliations.
• Coordinates all HR systems access and troubleshooting for employees, to include Employee Self Service, benefit and wellness apps and any other associated employee app access.
• Organizes and coordinates the City's REACT recognition program, to include serving as the coordinating member of the REACT committee, maintaining associated documents, resources and databases and planning the quarterly REACT luncheon.
• Acts as records coordinator for the department ensuring document compliance is monitored and maintained appropriately utilizing the Laserfiche, E-Verify and other associated systems. Assists with Open Records Requests.
• Acts as the primary badge/access coordinator for City employees, to include issuance of new badges with appropriate security and access levels. Conducts regular access audits to assure continuity of security.
• Responds to employment verification requests and external survey requests.
• Orders supplies and items for the department as needed or requested.
• Assists with special departmental projects, events, activities, and all other items as assigned or needed within the scope of essential functions.

• Serves as the first-contact and primary in-person service provider to managers, employees and the public. Responsible for providing best-in-class customer service experiences by responding to inquiries and requests in a timely and knowledgeable manner.
• Assists with various administrative tasks related to confidential HR functions, including but not limited to worker's compensation, onboarding, claims against the City, risk management, benefits and compensation.
• Provides administrative support to important HR functions, including but not limited to annual benefit enrollment, wellness events, recruiting fairs and events, trainings, and other event setup and coordination.
• Assists with communication efforts regarding benefits, wellness, payroll, recruiting, and other HR functions to employees and retirees.

Education and Experience

High school diploma or equivalent, required. One year of clerical, administrative support, or related experience in a customer service environment is required.

This position is subject to successful completion of a fingerprint-based CJIS criminal background review in accordance with State of Texas CJIS standards.

Knowledge, Skills and Abilities