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ADMINISTRATIVE ASSISTANT (HUMAN RESOURCES) - 0924 at City of Greenville (SC) | Jobs and Employment

Job Summary

Under regular direction and in compliance with standard operating procedures and policies, performs diverse administrative and clerical duties in support of various Human Resources (HR) functions including administrative support for the Chief Human Resources Officer (CHRO). Ensures high level HR customer service by assisting customers with general HR questions, completion of various HR forms and processes and directs employees to the appropriate HR staff as necessary. Coordinates and provides logistical support for various training programs, meetings, and HR sponsored employee events. Provides administrative/clerical support to the CHRO and other HR staff as needed. Processes HR invoices for payment by entering data into the purchasing system, preparing appropriate documents, obtaining required signatures, and submitting to Accounts Payable. Ensures all HR records and files are properly set up and maintained in accordance with regulatory and records retention requirements Provides technical support to job applicants in person and/or on the phone. Ensures new hire paperwork is completed in online onboarding system and ID’s are obtained in compliance with form I-9. Responds to verbal employment verification inquiries. Updates employee data in various enterprise systems. Coordinates bi-weekly HR staff meetings and maintains the HR Update files. Responds to Freedom of Information Act (FOIA) requests in coordination with the CHRO, Employment Administrator and Legal Department. Coordinates monthly Deferred Compensation meetings. Monitors inventory and orders office supplies as needed. Maintains office equipment. Receives and distributes incoming/outgoing mail. Perform other duties and responsibilities, as required.

Essential Functions	% of Time
Provide General Administrative Support: Perform diverse administrative and clerical duties in support of various HR functions. Track and enter all HR invoices in the payroll system by preparing appropriate documents, obtaining appropriate signatures, submitting copies to Accounts Payable and departments, and maintaining files. Provide administrative/clerical support to the CHRO to include typing and proof-reading various documents; copying and distributing Public Safety Citizen Review Board (PSCRB) meeting packets and other confidential documents; and transcribing or preserving Public Safety Citizen Review Board and Peer Reviewing Hearing audio material; Work with CHRO to maintain files related to PSCRB meetings, Peer Review Hearings, Employee Protection Line (EPL) complaints, EEOC complaints, and Employee and Citizen Complaints. Create requisitions in financial system for HR contracts annually. Provide administrative support with high-level recruitments including scheduling space, compiling candidate packets for interview panel members, and drafting and distributing itineraries. Provide as needed administrative/clerical support to other HR staff to include copying and preparing packets for New Employment Orientation (NEO), Benefits Orientation, and New Hire letter packets. Respond to FOIA requests in coordination with the CHRO, Employment Administrator and Legal Department. Assist with mass mailings. Monitor office supplies and place orders through Greenville Office Supplies as needed. Ensure office copier and printer are always stocked with paper and toner. Receive and distribute incoming and outgoing mail.	30%
Provide Customer Service: Serve as first point of contact for all HR Department visitors. Answer a wide range of questions and respond to numerous requests from employees and visitors (in person and via phone and email) regarding job opportunities, new hire paperwork (forms W-4 and I-9, etc.), and direct employees to the appropriate HR staff for benefits, compensation, etc. Schedule and send monthly Deferred Compensation Meeting email notifications to City employees. Send quarterly address change and emergency contact reminder email notifications to City employees. Respond to verbal employment verification requests by phone. Assist employees seeking tuition reimbursement by explaining the policy and process. Assist employees seeking changes to their record including address, name, and/or emergency contact information changes and provide instructions for these processes to the employee.	20%
Perform Personnel Records Management Duties: Ensure all HR records are properly set up and maintained in accordance with regulatory and records retention requirements, including digital personnel files, police training files, retired employee files, and summer/temp/volunteer/intern files. Update files on active, terminated, and retiring employees. Prepare aging paper files of terminated/retired employees for storage by labeling and boxing each file folder and labeling each box to be stored by category, year, and purge dates. Work with Employment Administrator on aging and retention of digital personnel files. Work with Office of Management & Budget Department records staff to ensure proper storage for aging files. Shift files and boxes to make room for additional file records. Coordinate review of personnel records for employees and supervisors. Support implementation and maintenance of electronic file management system. Assist with various HR reporting and auditing activities.	20%
Coordinate Logistical Support: Coordinate and provide logistical support for various meetings and HR sponsored events including NEO, Supervisory Development Program (SDP), the annual service awards celebrations, retiree receptions, and various recruitment events. Schedule and reserve meeting space, send notices to participants, confirm presenters, set up the meeting room, compile and distribute materials to participants, arrange catering if needed, assist with meeting room clean up. Provide logistical support for Peer Review Hearings, including reserving conference room, setting up recording equipment, preserving audio recordings and/or transcribing notes. Provide support with the planning and execution of the annual Employee Recognition and Awards ceremony for City Hall and participate on the planning committee. Assist with the planning and implementation of job fairs. Coordinate bi-weekly HR staff meetings by preparing the HR Update document, notifying HR staff, and printing copies of HR Update for the meeting.	15%
Provide Back Up Support to Employment Function: Provide backup support for Employment function by assisting applicants with the use of the NEOGOV applicant tracking system. Notify applicants who send unsolicited resumes that they must apply online. Assist with processing volunteer and intern applicants by ensuring required documents are received from placing department, communicating with the department on missing items, initiating background screens as appropriate, coordinating drug screening with the EHC, and drafting placement letters for the Employment Administrator, or designee to sign. Assist new employees with online new hire paperwork and ensure all documents are received prior to the employee’s start date. Monitor the jobs e-mail account and respond to applicant inquiries and requests. Collect documents for compliance with form I-9 and complete employer portion of I-9 form in onboarding system. Report new hires through the SC New Hire portal. Monitor the Employee Watchlist in the SC DMV Online system; add newly hired CDL employees and remove employees who have separated from the City. Update employee driver’s license information in payroll system. As needed, conduct E-Verify on new hires in the absence of the HR Generalist.	15%

Perform other duties as assigned.

Job Requirements

Associate degree in management, business, administrative support technology, or equivalent, from a college, technical, business, vocational, or correspondence school.

Over two (2) years of high-level related administrative support experience with data entry and intermediate computer skills.

Preferred Qualifications

Experience in a Human Resources office/department.

Certified Administrative Professional (CAP) certificate.

Driver's License Requirements

Valid South Carolina Class D Driver's License.

Performance Requirements

Knowledge of:

Policies, regulations, procedures, and functions of the department to which assigned.

Standard office practices and equipment.

Computer research techniques, methods, and procedures.

Ability to:

Develop and maintain cooperative and professional relationships with employees and all levels of management to include representatives from other departments, external organizations, and the general public.

Use effective judgment in discussing and resolving customer related issues consistent with City and department policies and procedures.

Maintain confidential and sensitive information.

Maintain excellent organization and attention to detail; develop and maintain filing systems; and maintain complex records using a variety of source materials.

Understand and follow complex oral and written instructions.

Work with frequent interruptions and changes in priorities.

Review, proofread, and/or edit assigned work products to ensure correct grammar and consistency of format.

Establish and maintain effective working relationships with co-workers, supervisors, and the general public.

Write reports, prepare business letters, summarize meeting minutes, and compose emails in a clear and professional manner.

Make mathematical calculations and draw logical conclusions.

Read papers, periodicals, journals, manuals, and policies.

Operate general office equipment to include scanner, printer, copier, telephone, recorder, calculator, electronic hole punch machine, laminator, paper shredder, and computer with Microsoft Office Suite.

Operate common conference room technical equipment (TV display, computer, conference phone, etc.).

Utilize specialized software and systems in performance of job duties which may include applicant tracking system, HRIS, timekeeping, purchasing and financial systems.

Primary Work Location: Office Environment.

Protective Equipment Required: None.

Environmental/Health and Safety Factors: Relatively free from unpleasant environmental conditions or hazards.

Physical Demands: Continuously requires fine dexterity, walking, lifting, carrying, sitting, reaching, handling, kneeling, pushing/pulling, using vision, using foot controls, bending, hearing, twisting, and talking. Frequently requires standing, climbing, and balancing. Occasionally requires crouching.

Mental Demands: Frequently includes time pressures, emergency situations, frequent change of tasks, irregular schedule/overtime, performing multiple tasks simultaneously, working closely with others as part of a team. Occasionally includes tedious or exacting work. Rarely includes noisy/distracting environment.

Americans with Disabilities Act Compliance

The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.

Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

ADMINISTRATIVE ASSISTANT (HUMAN RESOURCES) - 0924 at City of Greenville (SC) – Greenville, South Carolina

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