jobs

City of Meridian

33 E. Broadway Ave
Meridian , ID

ADMINISTRATIVE ASSISTANT 1

City of Meridian
Meridian, ID Full-time
Posted on December 28, 2018

Job Title: Administrative Assistant I (Human Resources)

Department: Human Resources

Reports To: Sr. Human Resources Officer

Open Date: December 28, 2018

Close Date:  January 13, 2019

Hiring Salary: $13.98 - $17.87 per hour, DOE

Salary Range: $13.98 - $20.98 per hour, DOE

 

Job Summary:

Responsible for providing a wide array of administrative functions and as well as routine clerical work to the Human Resources staff and others as directed.  Assists one or more individuals with various departmental functions, including projects.  Additional duties include acting as a contact point for employees, citizens and others. Processes purchase orders, maintains department file systems, performs research, correspondence, public relations and other duties, as assigned. This class of employee is afforded discretion and works under general supervision.

 

Essential Duties & Responsibilities:

  • Meets and greets employees, citizens or others in the office lobby and responds professionally and appropriately to inquiries;

 

  • Answers multi-line telephone and routes calls appropriately using excellent communication and telephone skills;

 

  • Daily collect and distribute mail within the department;

 

  • Compose letters, correspondence, and memos requiring independent judgment as to content;

 

  • Researches and compiles data from a variety of sources and prepares reports;

 

  • Process/submits all purchase orders/invoices for the department;

 

  • Schedule, notify and coordinate arrangements for meetings and events with both internal and external contacts; may also plan, schedule or arrange employee travel for meetings, trainings and conferences;

 

  • Prepares meeting agendas, takes, prepares, and distributes meeting minutes;

 

  • Handles sensitive and delicate public relation and employee situations with a high degree of confidentiality and in a courteous, professional and timely manner;

 

  • May assist in scheduling applicant interviews;

 

  • Prepares Interview Packets;

 

  • Prepares Recruiting Files for long term storage and records destruction;

 

  • Researches and respond to internal and external customer concerns and questions in a courteous and friendly manner to promote excellent customer service;

 

  • Inventories, orders, and receives office supplies;

 

  • Audits accuracy of employee information entered into Human Resources database;

 

  • Assists with Longevity/Service Awards Program;

 

  • Maintains, tracks, and processes employee data for the Employee Training Program, including attendance tracking, course library and updates in the Human Resources training software;

 

  • Enters Affirmative Action information and ensures accuracy of database;

 

  • Catalog department assets and annually complete and process audit reports for the Finance Department;

 

  • Conducts bi-annual inventory audit;

 

  • Maintains New Hire Reporting;

 

  • Prepare, organize, audit and file new employee personnel files;

 

  • Prepares new hire, benefit packets and Employee Development Program binders for New Employee Orientation;

 

  • Manage and maintain new and terminated I-9 records in compliance with Federal Regulations;

 

  • Coordinates vendor services;

 

  • Prepares employee and contractor badges as needed;

 

  • Distributes employee and contractor parking passes, including maintaining distribution list;

 

  • Notifies candidates of application status;

 

  • Assists with the creation and revision of the Human Resources Standard Operating Policies and Procedures;

 

  • Assist and coordinate development efforts of the City’s United Way Campaign;

 

  • Updates and maintains Humans Resource’s Intranet pages;

 

  • Assist with preparation and coordination of the Youth Work Life Skills Program;

 

  • Sort, organize, catalog, file and retrieve department information to prepare department records in accordance with the record retention policies and practices per direction of the City Records Retention Program;
  • Performs other duties as assigned or needed.

 

Job Specifications:

  • High school diploma or equivalent required plus 2 years of office/clerical support experience, or any combination of experience and/or training which provides the knowledge, skill and abilities to perform the work required;

 

  • Some college education and/or administrative training are desired.

 

Knowledge, Skills & Abilities:

  • Must have strong customer service skills, be able to manage multiple tasks and projects, plus have a strong attention to detail;

 

  • Must have excellent communication and telephone etiquette skills. Ability to perform data entry and word processing at a proficient level using Microsoft Office software;

 

  • Must have strong professional writing skills for writing reports, minutes, and other communication;

 

  • Ability to operate office equipment, i.e., computer, calculator, copier, fax machine and postage machine;

 

  • Knowledge of mathematics, sufficient to add, subtract, multiply and divide manually or by machine;

 

  • Ability to communicate, meet and deal with the public and co-workers with respect in a pleasant, professional, empathetic and courteous manner;

 

  • Must have demonstrated excellent oral and written skills to communicate effectively with customers, vendors, and the public in face-to-face meetings, one-on-one settings, in groups and in using a telephone;

 

  • Must have exceptional organizational skills and the ability to effectively establish priorities and complete multiple, competing and time-dependent projects with superior attention to detail;

 

  • Ability to regularly plan, set up, and attend meetings, functions, and events, sometimes after hours;

 

  • Ability to work effectively with frequent interruptions in a team environment as a team player;

 

  • Ability to establish and maintain effective working relationships with Department personnel, city officials and the general public;

 

  • Integrity in the performance of assigned tasks;

 

  • Must have a positive “can do” attitude;

 

  • Must be able to provide exceptional customer service and outstanding professionalism;

 

  • Must be willing to work in a fast-paced and demanding environment and display an attitude of cooperation with the ability to work professionally and effectively with others;

 

  • Must be tactful, discrete, and diplomatic as well as be assertive, resilient, have problem solving ability, and take orders/direction;

 

  • Ability to produce documents with clearly-organized thoughts using proper sentence construction, English usage, vocabulary, punctuation, spelling and grammar; and

 

  • Must be willing to attend classes in related fields to upgrade skills and knowledge;

 

  • Handles sensitive and delicate public relations situations with a high degree of confidentiality and in a courteous, professional, and timely manner;

 

  • Prioritizes and organizes own work, to meet deadlines;

 

  • Works independently and under the direction of immediate supervisor.

 

Work Environment and Physical Demands:

  • Work is usually performed in an office environment with moderate noise level;

 

  • Constantly requires sitting at a desk or computer terminal for long periods of time and ability to lift up to 25 lbs.;

 

  • Constantly requires clarity of speech and hearing, which permits the employee to communicate effectively with the public and other department members;

 

  • Constantly requires clear vision to read printed materials and computer screen to accomplish work;

 

  • Constantly requires repetitive movement of the wrists, hands, and/or fingers;

 

  • Constantly requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks;

 

  • Occasionally may require assisting with and attending Department sponsored special events or activities, sometimes after hours.

.

Travel Requirements

  • Local travel is occasionally required.

FOR DETAILS VISIT: www.meridiancity.org