27-031 Human Resources Office Assistant, Part-Time

City of Dover; Dover (NH); On-site; USD 28,000 - 40,000; Part time

Job summary

The City of Dover is seeking a dedicated administrative professional to perform high-level secretarial duties in the Human Resources area. This 25-hour-per-week, non-exempt position handles confidential information with professionalism.

Responsibilities include answering inquiries, inputting data into HRIS, typing correspondence, maintaining filing systems, coordinating employee badges, and supporting year-end processes. The role requires strong organizational and communication skills.

Qualifications

• High school diploma supplemented by specialized training in secretarial skills.
• Two years experience in secretarial work; or any equivalent combination of education and experience.
• Valid motor vehicle operator license required.

Responsibilities

• Receive telephone calls and visitors to office. Screen for nature of business, answer general inquiries based upon knowledge of departmental operations and refers when necessary.
• Input information into the HRIS system including new hire information, terminations, and employee changes. Ensure information is imputed accurately in a timely manner.
• Type a variety of correspondence, memoranda, forms and reports from written or verbal medium. Type material in final form assuring spelling, grammar and punctuation is correct.
• Coordinate with City's IT department for administration of badges for all City employees.
• Maintain department's administrative filing system; maintains reference file of correspondence, memoranda, personnel files and a variety of other materials.
• Assist the department during the new fiscal year transition, ensuring information is accurate.
• Prepare documentation/packages for dissemination via USPS, UPS and/or FedEx.
• Establish and maintain effective relations with City departments and employees, contractors, and the public.

Job description

The Human Resources Director is seeking a person to perform highly responsible and confidential secretarial work and answer routine inquiries. This is a non-exempt, 25 hour per week position. Hourly rate is $20.29 to $29.32. Position is open until filled.

DUTIES AND RESPONSIBILITIES

• Receive telephone calls and visitors to office. Screen for nature of business, answer general inquiries based upon knowledge of departmental operations and refers when necessary.
• Input information into the HRIS system including new hire information, terminations, and employee changes. Ensure information is imputed accurately in a timely manner.
• Type a variety of correspondence, memoranda, forms and reports from written or verbal medium. Type material in final form assuring spelling, grammar and punctuation is correct.
• Input data to standard office and department forms; data entry of new hires into payroll system; make simple postings to accounts; compile data for various reports.
• Coordinate with City's IT department for administration of badges for all City employees.
• Scan a variety of documentation and perform upload to electronic filing system.
• Compile documentation and assemble packets for new hire orientation.
• Assist other divisions within the Executive Department, as needed.
• Maintain department's administrative filing system; maintains reference file of correspondence, memoranda, personnel files and a variety of other materials.
• Assist the department during the new fiscal year transition, ensuring information is accurate.
• Prepare documentation/packages for dissemination via USPS, UPS and/or FedEx.
• Establish and maintain effective relations with City departments and employees, contractors, and the public.
• Maintain familiarity with and executes safe work procedures associated with assigned work.
• Perform other related duties as required.

KNOWLEDGE, SKILL AND ABILITY REQUIREMENTS:

Considerable knowledge of modern office practices and procedures. Knowledge of Human Resources basics including benefit administration, onboarding, recruitment, and employee relations. Considerable knowledge of business English, spelling, and arithmetic and vocabulary. Working knowledge of computer hardware and software. Ability to type accurately and rapidly. Ability to transcribe letters and reports. Ability to multitask. Ability to communicate in oral and written form. Ability to maintain accurate records and files. Ability to maintain effective working relationships with department heads, employees, and the public and to deal with service problems courteously and tactfully.

EDUCATION/LICENSURE/CERTIFICATION REQUIREMENTS:

High school diploma supplemented by specialized training in secretarial skills and two years experience in secretarial work; OR any equivalent combination of education and experience which demonstrates possession of the required knowledge, skills and abilities. Valid motor vehicle operator license required.