Administrative Assistant - Human Resources

Department:                                 Human Resources

Position Control Number:          0121-007

FLSA Status:                                  Non-Exempt, position is eligible for overtime

Safety Sensitive Designation:    This position is designated as safety-sensitive.

Random Drug/Alcohol Test:       Yes

Opening Date:                              August 10,2024                         

Closing Date:                                August 18,2024 at 11:59 PM

This job description should not be interpreted as all-inclusive.  It is intended to identify the essential functions and minimum qualifications of this job.  The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description.  Nothing in this job description restricts management’s right to assign or reassign job-related responsibilities and tasks to this job at any time.  Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress.  Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA).  Reasonable accommodation for the specific disability will be made for the incumbent/applicant only to the extent medically and reasonably feasible.

EEO/AA/F/M/Vet/Disabled

JOB SUMMARY: Responsible for providing administrative support to the Human Resources Department by providing general information to the public and county employees, processing departmental payroll, preparing correspondence and reports, and completing special projects as assigned. 

ESSENTIAL JOB FUNCTIONS:

• Performs receptionist duties by greeting job applicants, employees, and the general public visiting the Human Resources Department; provides general information and refers individuals to the appropriate staff member as needed.
• Answers telephone and refers callers to appropriate personnel and/or records messages; directs callers to appropriate County office as needed.
• Monitors the Human Resources email account daily; responds to inquiries regarding the application process and other routine matters and forwards other requests to the appropriate staff members.
• Provides information to applicants on current job postings from the vacancy announcements.
• Intakes inter-departmental and US Mail and makes the appropriate distributions; collects and mails outgoing US Mail.
• Composes and prepares general correspondence and reports for the Director and other departmental staff.
• Assists the Director in processing payroll reports by collecting employee timesheets and recording data onto the payroll reports.
• Handles and distributes time-sensitive and confidential information such as contracts, personnel information, reports and correspondence, and other pertinent documents.
• Produces and distributes various statistical reports as directed by the Director.
• Assists with the maintenance of the Human Resources Information System (HRIS) and Applicant Tracking System (ATS) by updating and entering data as needed.
• Ensures that confidential information is maintained and transmitted in a secure and legally compliant manner. 
• Conducts research related to special projects consisting of gathering information online and from other agencies, determination of project needs, etc., and compiles information into a report form. 

SECONDARY DUTIES AND RESPONSIBILITIES:

• Prepares photo ID badges for employees.
• Maintains departmental calendar; schedules bi-monthly staff meetings for departmental staff, and other meetings for the Human Resources Director as needed.
• Assists departmental staff with departmental functions as needed.
• Provides backup to the Recruitment Specialist in receiving online employment applications and prepares them for referral to the appropriate department as needed.
• Performs other related duties as required.

PERSONNEL SUPERVISED:   None

WORKING CONDITIONS:   Work is performed in a smoking-restricted office environment.

MINIMUM QUALIFICATIONS:

REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:

• • Good knowledge of Pulaski County application procedures and employment policies.
  • Good knowledge of office practices, procedures, equipment, and terminology.
  • Some knowledge of the requirements of the HIPAA privacy and security rules. 
  • Good knowledge of various County department functions and locations.
  • Good knowledge of filing and recordkeeping systems.
  • Ability to maintain electronic alphabetical and numerical filing systems.
  • Ability to establish and maintain effective working relationships with other employees and the general public.
  • Ability to communicate effectively in writing.
  • Ability to conduct research and compile information in a meaningful manner.
  • Ability to prepare material for oral and written presentations.
  • Ability to attend work regularly and reliably. 
  • Skill in the operation of a computer and use of a computerized word processing system.

 PHYSICAL REQUIREMENTS:

• • Ability to communicate orally effectively to individuals and to groups, in person and by telephone.
  • Digital dexterity is needed for the operation of a computer keyboard.
  • Visual acuity is needed for use of a computer monitor.
  • Ability to work in a constant state of alertness and in a safe manner. 
  • Ability to concentrate for long periods of time. 

EDUCATION AND EXPERIENCE:

Completion of college-level course work in Human Resources, Communication, Psychology, Speech, or a related field; some experience with maintenance of Human Resource records, provision of administrative support, maintenance of detailed records, customer service, or a related area; some experience with basic computer operations; or any equivalent combination of experience and training which provides the required skills, knowledge and abilities.