JOB SUMMARY

Coordinates administrative resources across the team to provide analytical and administrative support to the Human Resources (HR) department.  Supports department operations by providing a wide range of administrative support, managing key HR processes, acting as the first line of customer service to managers/employees and supporting HR leadership.  Performs duties of a similar nature as may be required.

ESSENTIAL FUNCTIONS

• Directs a wide variety of executive administrative duties that support the HR team and ensure smooth department operations. Duties include the following: coordinates HR activities and provides scheduling support across the department; responds to public records requests; creates, reviews and summarizes reports and documents; prepares letters/communications; researches and analyzes routine to complex administrative projects; receives and distributes incoming mail, reviews and evaluates mail to identify those items requiring priority attention; makes travel arrangements; manages all office supplies.

• Manages the procurement process and invoicing for the HR department. Ensures that expenses are accurately tracked in relation to the department budget.

• Assists in preparing and administrating the HR team budget.

• Cross-trained to support & lead key HR processes including planning/executing the annual Service Award event, planning/executing Employee Recognition programs, administering the random drug testing program, and responding to employment verification requests.
• Provides customer service to employees/managers – Leads the team providing front line customer service to managers and employees with HR questions. Monitors coverage of inbound phone line and email inquiries.  Partners with the other teams in HR to ensure questions are resolved in a timely manner.  Maintains metrics on the type and severity of questions.

• Provides administrative support to the HR Director and Senior Managers. Receives and screens communications to the department director including telephone calls and e-mail messages and provides assistance using independent judgment to determine those requiring priority attentions; prioritizes, channels, and facilitates communication from department director and department managers.  Independently responds to letters and general correspondence of a routine nature.

• Provides follow up to assignments given to management staff by the department director; provides status reports accordingly.

• May attend management, committee, and other meetings to take minutes, gather information, or to represent department.

• Organizes, allocates and sets priorities for utilizing resources in order to administratively support the department director.

• Maintains good public relations by greeting internal and external customers on the phone or in person on behalf of the department. Screens requests, provides information, and refers callers to the person or office that can assist them.

• Receives and distributes information to the various departments in the Sewer District and/or externally for the department director and designated staff. Checks that routine administration has been carried out to specification, with quality and accuracy.  Fulfills requests for information or reports.

• Organizes, classifies, and compiles documents and information. Maintains records, department inventory, timesheets, and attendance records.  Maintains computerized files and records.  Assists in preparing, presenting, and administrating the department’s budget.

• Prepares agendas, composes routine correspondence, takes, and transcribes minutes of meetings.

• Performs other duties of a similar nature as may be required.

MINIMUM JOB REQUIREMENTS

EDUCATION

Candidate must possess an associate degree, preferably in Secretarial Science, Administrative Assistant or a closely related field OR the candidate must have completed sufficient coursework toward a bachelor’s degree, from a 4-year degree program, in a declared major within a related field.

EXPERIENCE

• Candidate must possess five (5) years of executive and/or administrative assistant experience reporting to a senior level manager and/or department director. Experience must include providing significant support including budget preparation and management, presentation development, office management and various other senior level administrative assistant support.

• Experience must include two (2) years of supervising, managing and/or leading projects and/or processes with proven successful results.

• Two (2) years of supervising, managing and/or leading people preferred.

• Prior HR experience preferred.

OTHER REQUIREMENTS

LICENSURE AND CERTIFICATIONS

Candidate must possess a valid driver’s license with a driving record in accordance with the Sewer District’s acceptable guidelines.

KNOWLEDGE, SKILLS AND ABILITIES

• Candidate must possess excellent verbal and written communication and interpersonal skills. Must be able to effectively manage multiple tasks and assignments and demonstrate strong organizational skills in a fast-paced work environment.  Proficiency with Microsoft Office software such as Excel, Word, and PowerPoint.

• Candidate must possess the ability to be reliable and punctual in reporting to work as scheduled.

PHYSICAL AND MENTAL REQUIREMENTS

During the course of performing the essential functions of this position the employee must be able to compute, analyze, synthesize, negotiate, and instruct.  Ability to communicate while exhibiting strong interpersonal skills is required.  Physical work will need to be performed, such as talking, feeling, fingering, and hearing.  Ability to lift up to 10 lbs. on an occasional basis.  Position will require visual demands of near and near acuity, far acuity and accommodation.  The position is primarily office work.

DISCLAIMER:  The information outlined in this job description indicates the general nature and type of work performed by employees within this classification.  It is not intended to provide a comprehensive inventory of all duties, responsibilities or competencies required of employees within this classification.