HR Leave Administration Assistant (Part Time)

City of Suffolk; Suffolk (VA); On-site; USD 42,000 - 54,000; Full time

Job summary

City of Suffolk is seeking an organized administrative assistant to support the Risk Management Division within the Human Resources Department. The role includes handling confidential inquiries, managing communications, and maintaining HR records.

The position requires strong typing, data entry, and familiarity with document imaging systems, plus the ability to work independently and exercise tact with the public.

Qualifications

• High school diploma or GED with business coursework preferred.
• 1–2 years of experience in Risk Management/HR or related fields.
• Knowledge of property and liability insurance and workers’ compensation helpful.
• Ability to operate office equipment and IT systems.

Responsibilities

• Provides administrative support to the Risk Management Division of the Human Resources Department.
• Assists with administration of leave programs (FMLA, Short/Long Term Disability, Workers' Comp, ADA).
• Responds to inquiries via telephone, email, and in person; coordinates with staff and citizens.
• Maintains records and files; scans and indexes documents into the city's imaging system.
• Performs general clerical tasks and supports special projects as needed.

Skills

Administrative support

Communication

Customer service

Data entry

Education

High School Diploma or GED

Tools

MS Office

Document imaging system

Job description

Under general supervision, performs secretarial and administrative duties in support of the Risk Management Division in the Department of Human Resources under the supervision of the Risk Manager. Provides key administrative support to all functional areas within the City's Risk Management Division of the Human Resources Department, including assisting with special projects and completion of complex tasks. Work involves using a variety of office equipment to perform maintenance of the human resources information system for all employee transactions, for preparing correspondence and preparation of other associated human resources documents. Obtains and provides information on a variety of complex issues and complaints. Assists in the coordination of special events; screens and independently handles a variety of routine inquiries by telephone, email, and in person; and maintains a variety of records and files. Employee must exercise independent judgment, discretion and initiative in completing assignments. Employee must also exercise considerable tact and courtesy in frequent contact with the general public. Position will report to the Risk Manager.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

• Provides administrative support to the Risk Management Division of the Human Resources Department.
• Assists with the administration of leave of absences, FMLA, Short-term Disability, Long-term Disability, Workers' Compensation and ADA programs.
• Performs research and provides information on a variety of citizen and/or employee issues and complaints. Performs other confidential related work for Risk Manager as needed.
• Performs general administrative tasks, which may include answering telephone calls, making copies, sending/receiving faxes, filing documentation, mailing information to employees and citizens and entering information into various I.T. systems.
• Processes incoming/outgoing mail. Receives webmail inquiries and responds to or directs to the appropriate staff for responding.
• Maintains a comprehensive, current knowledge of City policies and procedures; communicates policies and procedures to departments.
• May attend workshops and training sessions as appropriate.
• Communicates with Employees, Citizens, and Vendors and other individuals as needed to coordinate work activities and exchange information to resolve problems.
• Assist in processing Subpoena Duce's Tecum, child support and Freedom of Information Act (FOIA) requests as needed.
• Responds to routine questions, researches problems/complaints, and initiates problem resolutions.
• Scans and indexes documentation into City's document imaging system.
• May participate in examining, developing systems, implementing programs, evaluating/modifying systems, and monitoring efforts.
• Maintain fluency in the use of software systems to house, track, and retrieve risk data.
• May maintain awareness of workplace health, safety, security, and privacy activities in order to remain compliant with applicable federal, state, and local laws and regulations.
• Maintain knowledge of injury and illness incident reporting procedures and proper record keeping practices.
• Performs other related work as required.

High School Diploma or GED, supplemented by some business coursework, and 1 to 2 years' experience in the Risk Management/Human Resources field or similar business field to include but not limited to: property and liability insurances and workers’ compensation insurance; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities. Requires a valid driver's license.

• Knowledge of Risk Management and/or human resources-related policies, procedures, federal and state laws, and regulations, City and departmental rules, regulations, policies and procedures, and the ability to interpret them.
• Knowledge or understanding of State, Federal and Local Laws regulating Leave Programs and Absence Management.
• Knowledge or understanding of property and liability insurances and Workers’ Compensation
• Knowledge of the organization and functions of the City and department.
• Knowledge of modern office practices and procedures includingpopular computer-driven word processing, spreadsheet, desktop publishing and graphics, and file maintenance programs.
• Ability to maintain moderately complex records.
• Ability to draft routine documents andable to understand oral and written instructions.
• Ability to develop and modify work procedures, methods and processes to improve efficiency.
• Ability to compile data from a variety of sources and prepare clear reports from such information.
• Ability to exercise tact and courtesy in frequent contact with City employees and the general public.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.
• Ability of speaking and/or signaling people to convey or exchange information.
• Ability to read a variety of informational documents, computer screens, procedures manuals, and computer print outs.
• Requires the ability to enter data into computer, complete a variety of forms, etc.
• Must be able to speak with poise, voice control and confidence and to articulate information to others.
• Ability to record and deliver information, to explain procedures, to follow oral and written instructions.
• Must be adaptable to performing under stress when confronted with persons acting under stress.