Executive Administrative Assistant to HR

Come and work for the City of New Haven (CT)! You must apply here to be considered for this role: Employment Opportunities - City of New Haven - Online Employment Center (jobapscloud.com)

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This is a professional, skilled administrative position involving a wide variety of tasks performed with minimal supervision to support the operations of the HR department. You will provide administrative support to the team and to the Manager of Human Resources and Benefits and requires complete discretion with a service-oriented approach. Position entails administrative tasks requiring independent action and judgment. Work requires a knowledge of departmental practices and procedures, experience with H.R.I.S and/or other enterprise level software, as well as independent action and judgement, great communication and people skills and a deep ability for multitasking.

REPORTS TO:

Manager of Human Resources

SUPERVISES:

Clerical staff

TYPICAL DUTIES AND RESPONSIBILITIES:

·        Helps facilitate all human resources programs and functions throughout the organization.

·        Maintains H. R. data input in the Payroll system for all new hires, termination, and promotions.

·        Coordinates and directly supervises the work of other clerical staff members.

·        Ensures sufficient, precise, and timely information is well distributed.

·        Prepares documents pertinent to new and separating employees and supports the maintenance of their files from hire date through separation of employment.

·        Manages office expenditures, supply ordering, and prepares proposal requests as needed.

·        Identifies and implements new methods of office procedures to improve workflow within the department.

·        Prepares biennial federal EEO4 reports; annual U.S. census reports, and other reporting as required.

·        Performs analysis and research across multiple data platforms.

·        Maintains Human Resources page on City website and Sharepoint.

·        Takes responsibility for all records and documents issued or received by the department.

·        Prepares reports and correspondence.

·        Maintains daily organizational needs of the department head.

·        Develops reporting systems.

·        Prepares and submits weekly payroll reports.

·        Performs other work as required.

NOTE: The above description covers the principal duties and responsibilities of the job and shall not be construed as a complete listing of all duties or as a contract. 

EDUCATION, QUALIFICATIONS & EXPERIENCE:

Graduation from an accredited college, junior college, or business academy with course work in business and public administration and 3 to 5 years’ experience in office management, including 1 to 3 years supervisory responsibilities; or any equivalent combination of training and experience which provides the following knowledge, abilities, and skills:

KNOWLEDGE, SKILLS, & ABILITIES:

·        Considerable knowledge of administrative practices.

·        Considerable knowledge of office practices and methods and the ability to apply these to work problems.

·        Considerable knowledge in the use of Microsoft Word, Microsoft Excel and Microsoft Outlook, and PowerPoint.

·        Ability to learn and implement new software as needed.

·        Ability to practice customer service techniques and professional telephone etiquette.

·        Ability to develop a knowledge of departmental rules, regulations, procedures, and functions.

·        Ability to work independently confidentially and with discretion.

·        Ability to plan and coordinate assignments.

·        Ability to establish and maintain effective working relationships.