Administrative Assistant

GENERAL PURPOSE
The purpose of this position is to provide premier customer service to employees and the general public as the first point of contact for the Human Resources Division.  The position facilitates Human Resources operations by providing administrative and clerical support for employment related services which will require initiative, sound judgment, discretion and attention to detail.

SUPERVISION RECEIVED
Works under the general supervision of the Administrative Services Director.

SUPERVISION EXERCISED
None.

Examples of Duties / Knowledge & SkillsESSENTIAL DUTIES AND RESPONSIBILITIES
Presence in the workplace on a regular basis is required in order to accomplish the essential functions, regular attendance MUST be maintained.

Provides premier customer service for both internal and external customers striving to exceed customer expectations with each interaction. Duties require a high energy level, excellent communication skills, and the ability to multitask.

Complete data entry within personnel filing system, payroll software, applicant tracking system, performance management system and other relevant data systems related to the support of the Human Resources Division.

Maintain accurate and organized filing systems to include completing quality control checks and audits to ensure accuracy of filing systems and records.

Provide administrative support to Human Resources staff by preparing memos and other correspondence.  Responsible for assisting in the management of calendars, appointments and the coordination of meetings or events as needed.

Assist in preparing and processing pre-employment documentation to include employment applications, preparing and sending correspondence to applicants in alignment with recruiting processes and procedures.   Duties will include scheduling and processing background checks, physicals and drug screens, and new hire paperwork.

Prepares and processes post-employment paperwork; including but not limited to personnel action forms, retirement system documentation, vacation and sick leave pay, and coordinating information with supervisor.

Complete departmental errands to include but not limited to making trips to department storage unit, purchasing office supplies, picking up items related to employee recognition programs and various other related duties as needed.

Proficiently utilize Springbrook for the purposes of; payroll changes, invoice processing, modifying position control, processing vendor statements and credit card statements for payment, maintenance of Employee Self Service (ESS)

Assists the Civil Service Director with Civil Service hiring and testing.  Maintains records, civil service exam documentation, ordering test and preparing post test results.

Assists HR staff with research and special projects as assigned.

Work requires that empathy be shown to both internal and external customers, especially with individuals exhibiting stress, sadness, and hopelessness. Must be able to build effective relationships with peers, customers, agencies, etc.

Makes reservations and travel arrangements for meetings, seminars, and conventions.

Minimum qualifications & RequirementsDESIRED MINIMUM QUALIFICATIONS
Education and Experience

High school diploma or GED required
Associates degree in human resources, business office technology, journalism, social science or a related field preferred
Two years of experience in customer service, clerical and/or administrative support experience preferred
Any equivalent combination of education and experience will be considered

Necessary Knowledge, Skills and Abilities:
Demonstrating the ability to take appropriate initiative;
Working knowledge of modern records management techniques;
Skill in the operation of listed tools and equipment;
Ability to accurately record and maintain records;
Ability to establish and maintain effective working relationships with employees, supervisors, other departments, officials, and the public;
Ability to communicate effectively both verbally and in writing;
Ability to exercise independent judgment when making decisions;
Working knowledge of research techniques

SPECIAL REQUIREMENTS
Valid State drivers’ license

TOOLS AND EQUIPMENT USED
Computer, including Microsoft Office products, Finance Software (Springbrook); Applicant Tracking System and Performance Management System (NeoGov), Personnel Filing System (Laserfiche); ten-key calculator; phone; copy machine; fax machine.

Supplemental informationPHYSICAL DEMANDS
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.

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.  The employee is occasionally required to walk.

The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision and the ability to focus.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those
an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

 

BENEFITS

The City of Texarkana, Texas provides three weeks of paid vacation and three weeks of paid sick leave per year as well as 12 paid holidays per year.

Retirement benefits are through the Texas Municipal Retirement System with the City contributing at a rate of 2 to 1 and the employee contributing 7% each paycheck to TMRS. Employees are vested after five years and may retire after either twenty years of service at any age or at age 60 as long as they are vested.

Retirement benefits for the Fire Department are paid through the Firemen’s Relief and Pension Fund and employees are eligible to retire after twenty years of employment.

A voluntary 457 deferred compensation program through ICMA is also offered to all City employees.

The City of Texarkana, Texas provides health, dental, and vision insurance to its employees at a minimal cost. Life insurance equal to one times your annual salary is offered at no cost to the employee with supplemental life and dependent life insurance also available but is paid by the employee.  Insurance becomes effective the first of the month following thirty days of employment.

A flexible compensation program is also available for tax deferment purposes through a health savings account. Dependent insurance premiums, medical reimbursement, and dependent childcare can be «flexed» to offset taxes. Participation for medical reimbursement and dependent childcare is optional.

The City of Texarkana, Texas has a Tuition Reimbursement Program available to regular full time employees after an employee has completed their probationary period in good standing.