Administrative Aide III Recruitment Partner

City of Wichita; Wichita (KS); On-site; USD 45,000 - 60,000; Full time

Job summary

City of Wichita is seeking an experienced recruitment partner who can own the full recruitment cycle, partner with departments, and deliver compliant postings in a fast-paced city environment.

This advanced administrative role handles postings, ATS administration, testing coordination, reporting, and training for managers. Some travel to city locations may be required; typical hours are 8:00 AM–5:00 PM, with potential for evenings and weekends during events.

Qualifications

• Two years of human resources experience in recruitment or the pre-employment lifecycle process.
• Two years’ experience with ATS systems.
• Must be legally authorized to work in the United States without the need of a sponsorship.

Responsibilities

• Coordinate with managers to prepare postings and ensure accurate, compliant postings on multiple platforms.
• Coach and mentor hiring managers on recruitment strategies, laws, and best practices.
• Utilize the ATS to manage the full recruitment lifecycle and generate reports as needed.
• Represent the work unit in meetings with outside groups and coordinate with HR staff for testing or assessments.
• Provide training to managers and HR liaisons on ATS usage and recruitment processes.
• May travel to City locations and support special events or staffing needs.

Skills

Business acumen

Communication

Organizational skills

Analytical thinking

Tools

ATS systems

Job description

The successful candidate will be able to think as a business partner across the organization and execute recruitment plans and processes in an administrative/clerical support position to bring the entire process full-circle. Performance-based success will be someone that can take ownership of the entire recruitment cycle, know how to be a good business partner, but offer solutions and coaching as needed. One will need to be willing and able to do the administrative and clerical parts of the role in a high paced, high-volume environment. This is advanced administrative work which has no direct supervision of staff, but may involve supervision of clerical staff on a limited basis. Specific administrative detail, clerical processes, and basic research are delegated to this position. This position may be required to travel to different City locations as needed.

Position reports to City Hall with regular office hours of: Monday – Friday, 8:00 AM – 5:00 PM. For special events you maybe require to work outside of the regular office hours that could include evenings and weekends but hours worked will not exceed 40 hours a week.

Bargaining Unit: Employee Council

**Posting can come down at any time**

• Works with Managers to prepare their positions for posting through an intake meeting process. Requires a strong sense of business acumen to understand the need of the department and the skills necessary to fill the position requested.
• Coordinates with HR staff for positions that will require additional testing or assessment as requested by the Hiring Manager. This position is responsible for managing the external testing vendor on processes and procedures.
• Prepares job postings and ensures they are posted correctly and accurately on the City career sites, social media outlets, and other online advertisement opportunities. Coordinates with others to also post on City of Wichita social media accounts.
• Coaches and provides mentoring to hiring managers when needed on ideas, strategies, and laws as they relate to the recruitment and hiring process.
• Conducts research and statistical basic analyses. Evaluates and provides recommendations for the resolution of internal and interdepartmental problems.
• Represents work unit at meetings with outside groups to exchange ideas and information.
• Utilizes computer and software functionality skills and experience to utilize the ATS system to it’s fullest capacity. Takes ownership of the ATS module for learning and implementation of functions that will enhance end-user usage.
• Provides training to Managers, HR Liaisons, and PR Liaisons in the use of the ATS as needed.
• Is a liaison between Budget, Classification & Compensation, and Payroll on position-related issues. This relationship is critical to the recruitment process and requires ongoing communication for success.
• Analyzes and evaluates information, developing alternatives and formulating recommendations. Will utilize data to assist Departments with recruitment-related ideas and strategies and may also be asked to produce reports for the entire organization as needed.
• May plan and/or attend career fairs or provide new and innovative solutions to attract applicants.
• May plan, delegate, and evaluate the work of others.
• Will provide back-up to the Onboarding Coordinator in his/her absence.
• May assume responsibilities of supervisor in his/her absence.
• Completion of work assignments may require the operation of a vehicle.
• The examples of work performed are not intended to be all-inclusive. The City of Wichita reserves the right to assign additional duties and responsibilities as needed.

• This position operates in a professional office environment and uses standard office equipment such as computers, phones and photocopier/scanners.
• Computer skills and experience with Microsoft Office Suite including database and document storage programs and software.
• Answering phones and directing candidates and internal staff accordingly or answering their questions correctly and timely.
• Ability to build strong working relationships with other departments and HR staff to ensure the completion of recruitment goals.
• Knowledge of, and ability to engage in, use of computer keyboard and video display monitor in electronic spreadsheet development, using basic mathematical and descriptive statistical operations.
• Knowledge of research techniques, sources of information and statistical procedures.

• Must be organized and be able to perform critical evaluation of situations to maintain integrity and compliance in the recruitment process. Ability to effectively plan, organize and supervise the work of others. Attention to detail and accuracy is a must.
• Excellent communication skills to communicate clearly and effectively, both orally and in writing.
• Demonstrated work experience in creative recruitment for multiple vacancies at different levels of experience is required.
• Ability to develop and maintain effective working relationships with associates, employees of other Departments, representatives of other organizations, and the public.
• Strong clerical/administrative skills with stellar organizational and time management skills.
• End to end coordination of bi-lingual assessments
• An employee shall not pose a direct threat to the health or safety of other individuals in the workplace.
• Maintain a valid Kansas driver's license.

Required

• Two years of human resources experience in recruitment or the pre-employment lifecycle process, with relevant experience in areas such as job posting, onboarding and candidate experience, employment-branding, social media advertising

• Two (2) years’ experience with ATS systems
• Must be legally authorized to work in the United States without the need of a sponsorship.

Preferred

• Experience working with HRIS/EPR systems leveraging HR technology to support recruitment and talent processes with the preference system being MUNIS
• Hands-on experience with Neogov, including applicant tracking and recruitment workflow management
• Experience working in or supporting government/public sector organizations, with an understanding of public sector hiring practices, policies, and regulations.
• Working knowledge of Kansas Open Records Act (KORA)
• Graduation from a four-year college
• Understanding of EEO, ADA, and other employment-related laws.
• Experience in a labor union environment

Candidates with required experience and training will be required to take the following assessments

Offers of employment are contingent upon passing a pre-employment physical, which includes drug screening, and upon satisfactory evaluation of the results of a