Human Resources Administrative Assistant

Applicants must possess valid employment authorization to work in the United States.

Applicants must have the ability to work on-site at City of Lancaster, Pennsylvania locations.

Primary Functions And Job Details

The primary function of this role is to provide comprehensive administrative support to the Human Resources (HR) department, ensuring efficient operations across all functional areas, including but not limited to benefits administration, talent acquisition, and retiree services.

The position involves performing a variety of clerical and organizational tasks, such as managing communications, maintaining records and HR systems, coordinating schedules, and processing HR-related payments and reimbursements.

Additionally, the role ensures accurate and confidential handling of HR information, collaborates with team members to enhance service delivery, and assists in preparing materials for training sessions and other events. A strong emphasis is placed on customer service, adaptability, and maintaining professionalism in all interactions with internal and external stakeholders.

Examples Of Essential Duties

• Follows safe practices in the performance of duties.
• Provides administrative support to HR staff in all functional areas of Human Resources (Benefits, Talent Acquisition, Retirees, etc.).
• Perform clerical functions such as routing mail, taking messages, phone calls and correspondence, email, scheduling meetings and events, etc.).
• Assign service request tickets to appropriate HR team members and respond to employee inquiries regarding HR policies and procedures.
• Performs front-desk customer service for the HR office.
• Processes payments/invoices for HR related expenditures and reimbursements; Gathers information/documentation and completes information requests assigned (e.g. Verification of Employment, address changes, etc.).
• Maintains office supply inventory, paper and electronic HR forms and documents.
• Update and maintain files, database and HRIS to ensure accuracy.
• Prepare training materials for Red Rose Academy and other training sessions (i.e. Sign-in sheets, handouts, evaluations, materials for activities, setting up rooms and refreshments)
• Maintain, update and archive all hard copy and digital HR related files.
• Participates in meetings assigned, ensuring proper notetaking and documentation of key discussions and action items.
• Coordinates and completes projects as assigned.
• Collaborate with other HR staff to offer the most professional, expert and seamless service to internal and external stakeholders.
• Track time and time off requests.
• Ensure accuracy and confidentiality of all HR information.
• Manage and coordinate schedules for the HR department including meetings and eve
  
  

Typical Qualifications

• BA/BS degree and one (1) year of applicable office or administrative assistant experience is required or graduation from high school/completion of a GED and three (3) years of applicable office or administrative/executive assistant experience is required.
  
  

Knowledge, Skills And Abilities

• Knowledge of safe practices in a human resources office.
• Knowledge of principles and processes for providing customer and personnel services.
• Knowledge of administrative and clerical procedures and systems, managing files and records, designing forms, and other office procedures.
• Knowledge of functional areas of Human Resources is preferred.
• Excellent communication skills (verbal and written) are required.
• Proficient in the use of Human Resources software is preferred.
• Proven proficiency in knowledge, understanding, and application of the Microsoft Office Suite of tools (Word, Excel, and Outlook) is required.
• Ability to operate standard office equipment (e.g. fax, multi-line phone, pc, copier, etc.).
• Proven ability to maintain strict confidentiality of all employee issues and information is required.
• Proven ability to work effectively under minimal supervision is expected.
• Demonstrated ability to multi-task.
• The ability to use tact and discretion when dealing with highly sensitive information is required.
• Ability to read, write, speak, and comprehend English is required; fluency in Spanish preferred.
• Commitment to excellence in service and to continuous improvement.
• Ability to work as part of a team and to collaborate successfully with others.
• Proven ability to adapt to new or changed situations and to show flexibility in making improvements in work processes and operations is required.
• Exhibiting customer-centered behaviors and focus on customer needs is required.
  
  

The City of Lancaster offers a comprehensive benefit package to benefits-eligible positions. Medical (PPO and HDHP/HSA options), Dental, Vision, Life Insurance, FSA, Critical Illness and Accident Insurance, Pension(s), 457 Deferred Compensation, Sick, Vacation, Personal Time, as well as 13 Paid Holidays for non-essential positions (Bonus days given in lieu of holidays to essential positions).