Administrative Assistant I

Hourly: $12.87

JOB OBJECTIVE: Responsible for answering all incoming calls, greeting, providing information, coordinating, answering inquiries in a professional manner and utilizing excellent customer service.  Will be responsible in obtaining/processing information and filing documentation that is confidential in nature for the Department of Human Resources. The individual will work under the general direction of the Human Resources Coordinator. This position has no supervisory responsibilities.  

ESSENTIAL JOB FUNCTIONS:

1. Responsible for receiving and disseminating all incoming documents/mail by stamping and logging as appropriate.
2. Responsible for answering all incoming calls on a timely manner and transfer as appropriate with proper name and business/department.  For those that are not transferred, must acquire detailed/accurate information from the caller for a proper email message.
3. Responsible for all scheduled appointments and walk-ins.  Inquire on all walk-ins regarding the nature of their visit and direct them, as appropriate.
4. Assist in updating and maintaining job descriptions in accordance with the current Classification and Compensation Plan.
5. Responsible for posting all requests for advertisement and closing, as appropriate through Applicant Stack.
6. Responsible for acquiring necessary documents/credentials for all applicants recommended for positions to ensure the qualifications are met, as per the job description and auditing purposes.
7. Responsible in properly scanning and downloading documents in the respective digital personnel file to ensure files are maintained accordingly, on a weekly basis, before being disposed of (shredded).  Log as appropriate and dispose of in accordance with records management guidelines and procedures.
8. Log and process volunteer applications and community service participants and confirm all required documents are obtained.
9. Assist with Civil Service in the recruitment process and all related meetings, examinations and events.
10. Create work orders as necessary and follow-up as appropriate.
11. Responsible for the set-up of all examinations, trainings and events to include but not limited to sign-in sheet, literature, refreshments, tables/chairs, equipment, technology items/services, etc.
12. Responsible for maintaining the office supplies and inventory, as appropriate.
13. Responsible for safeguarding all file and storage cabinets by locking at the end of the day.
14. Responsible in delivering documents/items to departments and other deliveries as needed.
15. Assist in preparing for new hire orientations and exit interviews by preparing the required forms and documents. May also be required to conduct exit interviews, as needed with proper training.
16. Assist in maintaining the department’s filing system.
17. Assist in processing employment verifications, garnishments, W-4s, change of address/phone, direct deposit, employee requests, retirement/beneficiary documents, etc.
18. Assist with Public Information Requests by acquiring necessary information and submitting to the City Secretary’s Department on a timely basis.
19. Perform other related duties as assigned.

EQUIPMENT/MATERIAL: Computer, scanner, copier, binding machine, calculator, recording equipment and other general office equipment.

WORKING CONDITIONS/PHYSICAL DEMANDS: Individual works indoors in a well-lighted, air-conditioned office.  The job has no significant hazards and the physical demands are low.

EDUCATION/SKILLS REQUIRED: Requires a high school diploma with a minimum of two (2) years’ experience and/or related experience in Human Resources Administration.  Requires excellent grammar, writing, organizational and communication skills and be able to type a minimum of 50 wpm.  Must also be computer literate and proficient in Microsoft Word, Excel, internet and email.  Must be able to follow complex oral and written instructions and be able to multi-task. Must be able to maintain confidentiality of all information and records. Must possess a valid Texas driver’s license (Class C) with a satisfactory driving record.  Must be bilingual (English/Spanish). 

Salary : $13