Administrative Assistant III - HR

City of Boise; Boise (ID); On-site; USD 48,000 - 60,000; Full time

Benefits offered by this job

Zero-cost premium medical coverage for

PERSI retirement and 401(k) match

Ten weeks paid parental leave

Job summary

The City of Boise Human Resources Department seeks an organized Administrative Assistant III to serve as the central contact for employees, candidates and community members. This front-line role supports HR programs, records, and daily operations under supervision.

The position requires handling high-volume interactions, maintaining accurate records, and providing a professional experience at every touchpoint. It offers strong benefits and a stable career path.

Qualifications

• High school diploma or equivalent required.
• Four years of public service reception and clerical support experience.
• Ability to handle front-line customer service with clerical duties.

Responsibilities

• Serve as central information point for employees, candidates and community members.
• Answer calls and emails; direct inquiries to the appropriate resources.
• Support HR programs, records and administrative functions.
• Schedule meetings, reserve rooms and distribute documents to participants.

Skills

Customer service

Administrative support

Organization

Communication

Education

High school diploma or equivalent

Tools

Office suite

HRIS/CRM

Job description

The City of Boise Human Resources Department is seeking an organized, adaptable and customer-focused Administrative Assistant III to serve as a central point of contact for employees, candidates and community members. This highly visible role is at the heart of HR’s day-to-day operations, connecting people with the information and support they need while keeping a wide range of processes moving behind the scenes.

The ideal candidate thrives in a busy environment with frequent interruptions, shifting priorities and a high volume of in-person, phone and email interactions. They are skilled at balancing competing demands, staying organized and accurate, and providing a helpful, professional experience at every touchpoint. In addition to front-line customer service, this position supports a variety of important HR programs, records and administrative functions. This position works under general supervision.

To ensure internal equity and alignment with the approved budget for this position, offers are made within the posted hiring range. Although the hiring range is fixed, employees receive an exceptional benefits and total rewards package that enhances the overall value of employment with the City of Boise.

Required Knowledge, Experience, And Training

• High school diploma or equivalent
• Four years of experience in a public service reception and clerical support position representing a program with governing guidelines, providing front-line customer service combined with clerical responsibility for processes and systems.

Licensing And Other Requirements

• Valid state-issued driver's license.

Special Requirements

Applicants must be able to pass:

• City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation
• Driving Record Check
• Criminal Justice Information System background check (CJIS)

Why the City of Boise?

The benefits are real and among the best in the Treasure Valley:

• Zero-cost premium medical coverage for you and your family (an estimated $10,000 - 20,000 value)
• PERSI retirement (11.96% Employer Contribution) plus employer-matched 401(k)/457b
• 10 hours vacation/month (grows with tenure), 12 paid holidays, and 8 hours sick leave/month
• 10 weeks paid parental leave
• $500 annual wellbeing incentive
• Tuition reimbursement and free local bus pass
• Basic life and long-term disability insurance at no cost

Disclaimer: This job posting may close earlier than the listed closing date. If this occurs, a minimum of 24 hours’ notice will be provided prior to closing. Applications received for this recruitment may be used to fill similar vacancies within the City of Boise as they occur.

Handles complex issues and problems and refers only the most complex issues to higher-level staff. Is capable of performing all duties of an Administrative Assistant I and II.

Acts as the first point of contact for external and internal visitors to the department, including greeting them, determining what assistance is needed and directing them to the appropriate resource. Answers telephone calls and responds to questions of both a non-routine and routine nature regarding city services, governing regulations and procedures or directs calls to the appropriate personnel or department. Monitors, responds and routes requests received in multiple email inboxes. Collects background information, researches issues and responds to employee and citizen questions by phone or written document. Routinely handles information of a sensitive or confidential nature. Responds to requests for verification of employment, requests earnings data from payroll and provides results to the lender. Provides reception coverage for other departments as needed.

Provides general administrative support to department staff for consistent office operations. Serves as a central information point within the department to promote and maintain effective communications. Administers a citywide service award program. Oversees the administration of the citywide DOT and non-DOT drug and alcohol testing program, solving issues and problems relating to the program. Coordinates the routing, processing, response and timelines for public records requests and citizen inquiries, ensuring legal deadlines are met. Completes or routes unemployment claims using the state labor database portal. Assists members of the department with special projects, such as creating and filing employee letters and assisting with administering new department programs.

Schedules meetings, reserves rooms, sends invitations on behalf of organizers and distributes documents to participants. Updates shared department documents. Registers team members for conferences and seminars. Assists with data compilation and ad hoc reports. Assists with office technology and equipment. Conducts research, compiles data and prepares correspondence, special reports and other materials as assigned. Acts as a backup when other administrative team members are out of the office, ensuring programs and systems are maintained.

Orders office supplies and forms. Sorts and distributes incoming mail. Establishes and maintains paper and electronic filing systems for records, correspondence and other documents. Prepares, scans, indexes and retrieves personnel and recruitment documents for the city's electronic record keeping system. Maintains and audits I-9 files for compliance, retention and destruction. Evaluates, monitors and reviews internal operations and procedures to identify potential improvements in overall efficiency.

Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.

Additional Required Knowledge, Experience, And Training

Knowledge of:

• Office administration practices and procedures
• Principles and practices of business communication, including correct spelling, grammar and punctuation
• Computer usage including related software
• Local, state and federal regulations, such as those related to public records requests
• Office equipment such as fax machines, copiers, scanners and telephone systems.

Ability to:

• Demonstrate exceptional customer service techniques at all times that convey respect, assistance, honesty and resourcefulness
• Handle customer requests in a friendly and caring manner
• Interpret and explain governing regulations, policies, processes and procedures clearly and effectively
• Research areas of responsibility and make procedural recommendations
• Work effectively with frequent interruptions
• Accomplish tasks through exceptional organizational and prioritization skills with an emphasis on detail and accuracy
• Consolidate information from various sources into a prescribed format
• Navigate websites and mainstream job boards and enter data quickly and accurately
• Use alphabetical, numerical and subject filing systems
• Accurately classify, file and retrieve materials
• Perform mathematical calculations at a level necessary for effective job performance
• Communicate effectively in the English language at a level necessary for efficient job performance
• Perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation.

Individuals must be capable of operating vehicles safely and have an acceptable driving record.

Preferred Knowledge, Experience, And Training

Six years of experience in human resources, public administration or related field in a similar environment, including experience with applicant tracking and human resource information systems.

The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Efforts

While performing the duties of this job the employee is occasionally lifting/carrying up to 20 pounds. Also, the employee is occasionally pushing/pulling up to 20 pounds. The noise level is rarely moderate. Work includes sensory ability to talk and hear. Work in this position also includes close vision, peripheral vision and depth perception. Employees will sit, stand, walk stoop, kneel, crouch, crawl, reach and grasp. Position requires hand/finger dexterity.

Working Environment

The work environment will include inside conditions.