Administrative Assistant - Human Resources

City of Joplin, MO; Joplin (MO); On-site; USD 32,000 - 42,000; Full time

Job summary

City of Joplin, MO seeks an experienced administrative support specialist to perform a variety of routine, complex and specialized duties for a city division. Under general supervision, you will handle data entry, records management, and customer service.

Responsibilities include answering calls, processing payments and purchase orders, maintaining documents, and preparing reports in accordance with state and city policies. A high school diploma or GED and two years of experience are required.

Qualifications

• High school diploma or GED required.
• Advanced coursework in Office Management or closely related discipline preferred and may substitute for one year of required experience.
• Two years of administrative support or related work experience required.
• Possess and maintain a valid state issued driver’s license.

Responsibilities

• Answers phone calls and in-person requests from public and City staff; provides information or researches requests and follows up with the caller.
• Provides timely and professional customer service to the public and City staff.
• Processes payment requests for payment to outside entities or reimbursements for employees.
• Processes purchase orders and maintains records and files, including business inspection reports.
• Processes documents, forms, and permits for departmental use.
• Enters routine, detailed and confidential data into computerized systems for departmental use and reporting purposes.
• Maintains confidential records in compliance with state and city requirements.
• Prepares various reports and correspondence regarding Department activities.
• Provides public information to citizens in compliance with Missouri Sunshine Law and City policy.
• Performs routine office duties such as filing, copying, faxing, drafting correspondence, emails, etc.

Skills

Basic bookkeeping

Office procedures

Microsoft Office

Customer service

Education

High school diploma or GED

Tools

Computers

Fax machines

Copiers

Calculators

Telephones

Job description

Requires successful post-offer completion of a background investigation, physical exam, and drug test (including THC) as a condition of employment with the City of Joplin. Must be able to keyboard at least 40 words per minute, net.

Primary Purpose

Under general supervision; performs a variety of routine, complex and specialized administration support activities to support a specific division or department.

Essential Job Functions

• Answers phone calls and in-person requests from public and City staff; provides appropriate information or researches requests and follows-up with the caller in a timely manner. Refers callers needing information outside their scope or knowledge to the appropriate staff member for resolution.
• Provides timely and professional customer service to the public and city staff.
• Processes payment requests for payment to outside entities or reimbursement for employees.
• Processes purchase orders. Maintains a variety of records and files, including business inspection reports.
• Processes documents, forms, and permits for departmental use.
• Creates and maintains accurate records related to program participants/patients/defendants/victims incompliance with Federal, State, and local statutes, regulations, or policies.
  
• Enters routine, detailed and confidential data accurately into computerized systems for departmental use and reporting purposes.
• Maintains records and filing systems containing specialized or confidential information and materials in compliance with the State and City recordkeeping requirements.
• Researches and prepares various reports and correspondence regarding Department activities/programs.
• Provides public information to citizens in compliance with Missouri Sunshine Law and City policy.
• Performs routine office duties such as filing, copying, faxing, drafting correspondence, emails, etc. for use by self or on behalf of other City staff.

Minimum Qualifications

Knowledge of: Basic bookkeeping procedures; general office procedures including filing systems, formats for various reports and correspondence; operation of standard office equipment and machines; Microsoft Office Suite.

Skill in: Establishing and maintaining effective working relationships with City employees and the public; recording and transcribing meeting minutes; operating standard office equipment and machines including computers, FAX machines, copiers, calculators, and telephones; operating keyboard to type correspondence and/or enter information into various computerized databases; preparing various records, reports, and correspondence using appropriate format; maintaining filing and records systems; providing customer service to staff and the public; Microsoft Office Suite.

Education: High school diploma or GED equivalent required. Advanced coursework in Office Management, Office Practices, or closely related discipline is preferred and may be substituted for one year of required experience.

Experience: Two years of administrative support or related work experience required.

Licenses and Certifications: Possess and maintain a valid state issued driver’s license.