The Office Specialist (Human Resources Assistant) will perform administrative tasks and services to support effective and efficient operations of the City's Human Resources Department. This position requires outstanding administrative and communication skills and is expected to have great organizational and time management skills. This position must be able to follow instructions and have the ability to multitask and adjust in a fast-paced environment.

Duties and Responsibilities

• Answers multi-line phones and be able to forward calls to the appropriate person or department.
• Provides clerical support to the Human Resources departmental staff.
• Conducts or assists with prospective new hire paperwork to include background check paperwork, preparing identification badges and processing fingerprints.
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate senior-level HR staff or management.
• Pays invoices and creates requisitions for purchase orders.
• Maintains accurate and up-to-date human resource files, records, and documentation.
• Maintains the integrity, confidentiality, and scheduling of human resource files and records.
• Performs periodic review of files and records to ensure that all required documents are collected and filed appropriately.
• Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, webinars, and employee recognition events.
• Assists with training class enrollment to include classroom setup, printing certificates, and tracking attendance.
• Orders and maintains supplies for the department.
• Processes employment verifications that are not completed via the Work number.
• Assists with compiling data for Subpoenas and/or FOIA requests.
• Performs other duties as assigned.

Required Skills and Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational skills and attention to detail.
• Able to work in a fast-paced environment with varying deadlines.
• Proficient with Microsoft Office Suite or related software.
• Proficient with or the ability to quickly learn PeopleSoft, Laserfiche, MUNIS , and CLICK .
• Prior related office experience preferred.

Required Qualifications
VOCATIONAL / EDUCATIONAL REQUIREMENT :
Requires a high school diploma or GED / HSE and any combination of education and experience equivalent to satisfactory completion of one year of college education in word processing, secretarial skills, or a closely related field.

EXPERIENCE REQUIREMENT :
In addition to satisfying the vocational/education standards, this position requires a minimum of three years of full-time equivalent experience in administrative support.

SPECIAL CERTIFICATIONS AND LICENSES :
Requires valid driver's license and driving record in compliance with City Driving Standards .

SPECIAL REQUIREMENTS :
Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

Preferred Qualifications