Administrative Assistant I

City Of Meridian - Hr   Meridian, ID   Full-time     Administration / Clerical
Posted on September 21, 2022
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1 Job Title: Administrative Assistant I

Department: Human Resources

Reports To: Senior Human Resources Generalist

Open Date: September 19, 2022

Close Date: Open Until Filled, First Review Date September 26, 2022

Hiring Salary: $16.25 - $20.78 per hour, DOE

Salary Range: $16.25 - $24.39 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 collects and distributes 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 as needed; Ensures Recruiting Files are complete and closed in recruitment system; 2 Researches and responds 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 Management System; Prepares, organizes and files new employee personnel files; Prepares Human Resources training participant training materials and certificates of completion; Assists with Longevity/Service Awards Program; Prepares, sends and tracks New Employee Surveys; Accurately file department records in a timely manner; Prepare and take down room for all New Employee Orientations; 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 with Department of Labor; Prepares, files and tracks pending documents for new employee personnel files; Prepares new hire folders, benefit packets and Employee Development Program binders for New Employee Orientation; Manages and maintains 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 the master distribution list; Assists and coordinate development efforts of the Human Resources city wide events (i.e. United Way Campaign, Employee and Volunteer Picnic); Updates and maintains Human Resource’s Intranet pages, as assigned; Assists with preparation and coordination of the Youth Work Life Skills Program; 3 Sorts, organizes, catalogs, files and retrieves department information to prepare department records in accordance with the record retention policies and practices per direction of the City Records Retention Program; Opens and closes office each work day; Prepares and maintains pre-employment packets, as needed; 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 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. Skilled at word processing, database management, spreadsheet creation, record filing and possess a proficient-level working knowledge of Microsoft Office Suite 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; 4 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 15 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.