Human Resources Administrative Assistant (Part-time)

Description

The part-time Human Resources Administrative Assistant provides essential administrative support to the Human Resources division, assisting with daily operations such as maintaining records, managing employee communications, processing employment paperwork, and handling billing. This role requires strong organizational skills, attention to detail, and the ability to handle confidential information with discretion. The position involves frequent interaction with employees, management, and the public, requiring excellent customer service skills. The ability to work effectively with another part-time administrative assistant to share the workload and ensure smooth operations is essential. 

Starting Pay: $21.21 - $25.18 per hour

Schedule: 2 x 10-hour shifts per week, scheduled between Monday-Thursday

Posting Close Date: May close any time after September 25, 2024

Essential Duties and Responsibilities

• Greet and direct the public and employees in a professional manner using knowledge of city policies, procedures, and operations.
• Provide administrative support to the Human Resources team, including filing, data entry, and document preparation.
• Assist with maintaining employee records and HR databases, ensuring accuracy and confidentiality for both current and terminated employees.
• Prepare and process HR documents, such as employment verifications, onboarding materials, and other personnel-related forms.
• Handle billing and purchase orders, ensuring accurate and timely processing of invoices and payments for HR-related expenses.
• Respond to employee inquiries and direct them to the appropriate HR staff as needed.
• Assist with scheduling interviews, preparing new hire orientation materials, and coordinating training sessions.
• Distribute incoming mail and prepare outgoing mail for the department.
• Maintain and update HR forms and templates, and accurately post to the City’s Intranet page as needed.
• Provide assistance with special HR projects as assigned by management.
• Perform general office duties such as copying, scanning, and ordering office supplies.
• Maintain confidentiality in handling sensitive employee information in compliance with privacy regulations such as HIPAA.
• Other duties may be assigned.  

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Qualifications

• Strong organizational skills with attention to detail.
• Ability to handle confidential and sensitive information appropriately.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and ability to learn HRIS systems.
• Strong written and verbal communication skills.
• Ability to multitask and manage time efficiently in a part-time schedule.
• Positive attitude with strong customer service skills. 

Education and/or Experience

• Graduation from a standard senior high school, GED, or equivalent. 
• 2-3 years of administrative experience, with prior HR experience preferred.
• Municipality experience preferred.  

Language Skills

• Must be able to communicate effectively in English, both verbally and in writing.

Certificates, Licenses, or Registrations

• Must possess a valid Utah driver’s license or the ability to obtain one. 

Physical Demands

• While performing the duties of this job the employee is regularly required to sit, talk and hear.
• Must be able to occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision.
• This position requires the ability to type, file, and converse on the phone for extended periods of time. 

Work Environment

• Indoor office environment requiring movement within the Department and City Hall.
• Requires light physical effort in an office atmosphere.
• Intermittent exposure to stress as a result of human behavior.