Human Resources Administrative Assistant Part Time
Department: Human Resources
FLSA Status: Non-Exempt
Hourly Salary: $16.33/hr
Position Overview:
The Administrative Assistant (Part Time +) will assist with the administration of the day-to-day operations of human resources, and general administration office functions and duties. The Administrative Assistant carries out responsibilities in some of the following functional areas: Invoicing, purchasing, HRIS/Content Management, applicant and employee testing, receiving payments into the HR office and communicating with TPA or outside vendors as necessary. Assist visitors/customers with questions and greeting and directing customers to the proper destination. The administrative assistant will not work more than 28 hours a week. This position is classified as a Non-essential personnel classification for emergency response. This means that during an emergency response Non-essential employees are those whose roles are not immediately necessary for emergency response or critical continuity operations. While their duties are important to the organization, they may be temporarily deferred during emergencies until essential operations are addressed.
Essential Job Functions:
Essential job duties and functions, pursuant to the Americans with Disabilities Act, may include the following:
- Prepares and submits all PO requests and invoices for payment for the department, to include all temp invoices, and verification of hours work. Submits direct check / invoices for benefits administrator as assigned.
- Scan all terminated employee files into Tyler Content Manager (TCM) and assist in electronic record keeping.
- Answer telephone and gives information to callers or routes calls to appropriate person in department.
- Coordinates and sends copies, payments / updated spreadsheets to TPA for COBRA and RETIREE payments.
- Orders supplies, as needed for the department. Monitors supplies for departmental needs to ensure supplies do not run out.
- Distribute testing material upon request when civil service clerk is unavailable.
- Greet visitors, handles inquiries and directs them to appropriate persons.
- Assist the Human Resources (HR) Benefits Administrator, (HR) Generalist, (HR) Personnel Specialist and HR Manager in filing, correspondence, or other administrative tasks as assigned.
- Organizes and maintains the paper and electronic filing systems for contracts, invoices and correspondence for the HR Department.
- Assists in scheduling applicants for clerical / dispatch pre-employment testing.
- Routes, dates and distributes incoming mail and other material.
- Assists in maintaining spreadsheet for NIMS compliance.
- Maintains calendar for conference room scheduling.
- Maintains routine maintenance on copy machines as needed.
- Creates and/or replaces I.D. badges for new employees, and updates badge template in Munis.
- Completes travel authorizations, books seminars and organizes travel arrangements as needed.
- Meeting minutes for special events, or planned committee meetings as requested.
- All other duties as assigned by your manager or mayor.
Knowledge Skills and Abilities:
Must possess the required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
- Extensive knowledge of computer software programs, such as Word, Excel, PowerPoint, Publisher and HRIS systems.
- Must be able to write business correspondence.
- Good analytical and problem‐solving skills.
- Knowledge of principles and practices of organization, planning, records management and general administration.
- Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Ability to handle confidential materials/matters with the utmost integrity.
- Ability to work cooperatively and communicate with co-workers, customers and employees.
- Must be able to demonstrate a typing skill of 50 words per minute.
- Ability to work independently to complete tasks assigned.
- Ability to flex schedule as assigned or as needed, dependent on the needs of the department. Hours will not exceed 28 hours per week.
Education and Experience
High School diploma or equivalent is required. Two to four years experience in an administrative capacity, preferably within a Human Resources department.
Licenses of Certifications
A valid Mississippi Driver’s License.
Physical Demands and Working Conditions
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical requirements include occasional lifting/carrying of 15+ pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, reaching, walking, twisting and kneeling to perform the essential functions. Working conditions are primarily inside an office environment.
