HR Administrative Specialist — Hybrid/Remote

City of Burlington, Vermont; Burlington (VT); Hybrid; USD 41,000 - 46,000; Full time

Job summary

The City of Burlington, Vermont, is seeking an administrative support specialist to assist the Human Resources team with a wide range of functions including recruitment, orientation, benefits administration, training, and reporting. This role interacts with the public and city staff, requiring discretion and strong communication.

Responsibilities include maintaining confidential records, coordinating FMLA, supporting HRIS and recruitment processes, and managing calendars and mail.

Qualifications

• Associates degree and at least two years of experience in a computerized office environment.
• Experience in a Human Resources Office preferred.
• Strong written and verbal communication.
• MS Office proficiency; Visio and database management preferred.

Responsibilities

• Provide administrative support to the HR team across recruitment, onboarding, benefits, open enrollment, training, diversity and equity initiatives, workers’ compensation, unemployment, and reporting.
• Greet and assist walk-in HR visitors and act as first contact for City employees and the public.
• Answer the main HR phone line during business hours.
• Maintain and organize HR records in compliance with policy and law, including personnel files, I-9s and insurance forms.
• Coordinate and track FMLA leaves ensuring regulatory compliance.
• Protect confidential information and release data only to authorized parties.
• Draft correspondence, memos, minutes, reports and agendas; assemble materials to meet deadlines.
• Support pre-employment medical exams, drug testing, background checks and related regulatory requirements.
• Assist with recruitment postings, reviews and reporting.
• Document process improvements for the HR Team and support HRIS duties.
• Manage conference room scheduling and HR calendar; handle departmental mail and courier needs.
• Coordinate employee bus programs and liaise with vendors.
• Attend city-wide events as HR representative when requested.
• Maintain job descriptions and organizational charts; staff HR committees as assigned.
• Work outside regular hours for meetings as needed.
• Backup cross-functional support for HRIS Admin role.

Skills

Communication

Confidentiality

Multitasking

Customer service

Education

Associates degree

Tools

MS Office

Visio

Database management

Job description

The City of Burlington, Vermont, is seeking an administrative support specialist to assist the Human Resources team with a wide range of functions including recruitment, orientation, benefits administration, training, and reporting. This role interacts with the public and city staff, requiring discretion and strong communication.

Responsibilities include maintaining confidential records, coordinating FMLA, supporting HRIS and recruitment processes, and managing calendars and mail.