Administrative Associate I - Human Resources PC2347

Position Title:  Administrative Associate I – Human Resources

Pay Grade:  10                                                        Period of Employment:  12 months

Description Approved/ Revised:  9/2020         FLSA Status:  Non-Exempt

Supervised by and/or Reports to:  Executive Director of Human Resources

General Responsibilities: Serves as the department’s receptionist and is responsible for answering incoming calls, directing calls to appropriate staff, mail distribution, bookkeeping, and providing additional clerical support. Serves as the first point of contact for the department.

Essential Duties:

(This list is intended solely as an illustration of the various types of work performed.  The omission of specific duties does not exclude their addition if they are similar to or a logical extension of the position.)

• Acts as initial contact for the Department of Human Resources and serves as department receptionist; transfers calls to the appropriate personnel.
• Scans and ensures accuracy of documents into TalentEd Records.
• Composes and/or types and disseminates correspondence, memos, and letters.
• Processes employment verifications of terminated support employees.
• Processes name and address changes in personnel / finance software (Munis).
• Assists with employee recognition and celebrations, STARS, Apples & Pears, and Night of Excellence.  
• Assists in the verification of transcripts of employees and new hires using the National Student Clearing House.
• Assists with E-Verify. 
• Processes departmental time entry.
• Serves as primary contact for Employee Self Service (ESS).
• Receives, reviews, and tracks Child Protective Services forms.
• Assists with basic inquiries regarding job postings, applications, and processes using TalentEd Recruit and Hire.
• Screens, logs, and distributes the morning and afternoon incoming and outgoing interoffice and postal mail.
• Performs bookkeeping duties for the Department of Human Resources, including budgeting, travel expenses related to recruiting, PCard reconciliation, and ordering office supplies.
• Communicates travel rules, travel authorization and reimbursement processes with recruiters; assists with travel arrangements.
• Serves as the department’s contact for copier usage (Papercut).
• Receives, reviews, and inputs division-wide additional assignments into Munis.
• Maintains security by following visitor procedures.
• Contributes to team effort by accomplishing related duties as needed.  
• Performs other duties as assigned.

Requisite Knowledge, Skills, and Abilities:

• Demonstrate excellent written and verbal communication skills, including the ability to successfully communicate with the public and employees.
• Possesses a sincere and courteous attitude, exhibits good customer service and exercises tact and good judgment.
• Consistent ability to work effectively under minimal supervision and multi-task.
• Maintain confidentiality.
• Adept at establishing and maintaining effective working relationships with internal and external customers.
• Able to perform detailed work.
• Must possess general knowledge of office procedures.
• Operate standard office equipment such as computers, copiers, scanners, and fax machines.
• Skilled in use of various software packages, including Microsoft Word and Excel.
• Ability to type 40 wpm. 

Requisite Education and Experience:

• Must possess a high school diploma or equivalent; an Associate’s degree or equivalent preferred.
• Clerical and administrative experience.
• Knowledge of Human Resources preferred.

Physical Requirements:

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle or feel objects and controls.  Physically capable of effectively using and operating various items of office related equipment, such as, but not limited to: a personal computer, calculator, copier, and fax machine. Some climbing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, or repetitive motions required.

Manassas City Public Schools assures equal employment opportunities and equal education opportunities for employees and students as required by federal and state orders and laws.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential tasks.

This job description is intended to accurately reflect the position activities and requirements.  It is neither intended to be, nor should it be construed as, an all-inclusive list of the responsibilities, skills, or working conditions associated with the position.  The administration reserves the right to modify, assign, or remove duties as necessary.