Human Resources Assistant

City-of-Richmond,-Va; Richmond (VA); Hybrid; USD 52,000 - 65,000; Full time

Job summary

City of Richmond is seeking a Human Resources Assistant to perform complex clerical and administrative duties within the HR Department. The role includes taking confidential dictation, maintaining personnel files, data entry, timekeeping, and preparing correspondence with minimal supervision.

Front desk customer service, filing, records requests, and supporting HR operations are key parts of the job. Candidates should have a High School Diploma or GED, at least 3 years of related experience,

Qualifications

• 3 years of related clerical or office support experience
• Minimum High School Diploma or GED is required
• An equivalent combination of training and experience may be used to meet minimum years of experience qualifications

Responsibilities

• Provides primary customer service at the HR front desk by greeting visitors and directing to HR staff.
• Tracks, logs, and routes incoming file requests for personnel records to ensure timely retrieval and processing.
• Organizes, maintains, and updates digital and paper personnel files and filing systems.
• Sorts, distributes, and manages incoming HR mail and documentation.
• Prepares basic internal forms, logs, and correspondence for daily HR operations.
• Uses Microsoft Excel, Teams, Outlook, Word and other Office tools to support data entry, workflow coordination, and communication.
• Organizes, tracks, and inventories office supplies.
• Performs duties with minimal supervision and prioritizes workload.

Skills

Confidentiality

Office terminology

Municipal administration

City codes/policies

Office equipment

Microsoft Office

Communication skills

Public interaction

Hybrid work environment

Lifting 20 lbs

Education

High School Diploma or GED

Bachelor’s degree in HR or related field

Job description

The anticipated salary range for this opportunity is $52,169 - $64,779.

The Human Resources Department’s mission is to support our customers in accomplishing their missions by attracting and retaining a highly skilled and diversified workforce that is compensated and rewarded for its effort in an equitable, safe and responsible work environment.

Our mission is accomplished within existing resources, in an environment of change, with integrity, and in a manner that is consistent with the City’s policies, Code of Ethics, merit system principles, and federal and state laws. We are responsible for recruitment and testing, classification and compensation, training, benefits administration, and workforce relations.

City of Richmond Core Values: Community Centric Service; Unity; Respect; Innovative; Trust; Accountability.

The Human Resources Assistant is responsible for performing complex clerical and varied administrative duties within the Department of Human Resources, such as accurately taking and transcribing difficult and confidential dictation and/or meeting minutes; preparing documents without spelling, grammatical or typographical errors; maintaining a computerized log of contracts before obtaining signature(s): data entry; timekeeping functions; effectively composing correspondence; diplomatically and effectively communicating with the general public, private officials, City Council members, fellow employees and other City departments; and efficiently carrying out assigned duties with minimal supervision.

• Provides primary customer service at the Human Resources front desk by greeting visitors, receiving and screening inquiries, and directing employees and citizens to the appropriate HR staff.
• Supports the Department Business Manager and Records & FOIA Supervisor by tracking, logging, and routing incoming file requests to ensure timely retrieval and processing of personnel records.
• Organizes, maintains, and updates digital and paper personnel files, including establishing cross-referenced filing systems and contributing to resolving the department’s existing backlog of records.
• Sort, distribute, and manage incoming HR mail and documentation.
• Prepares basic internal forms, logs, and correspondence needed for daily HR operations.
• Uses Microsoft Excel, Teams, Outlook, Word, and other Office Suite tools to support record tracking, data entry, workflow coordination, and communication.
• Leverages technology to improve filing accuracy, document tracking, productivity, and workflow efficiency.
• Takes messages, redirects inquiries, and ensures follow-up communication is routed appropriately.
• Organizes, tracks, and inventories office supplies to support daily departmental needs.
• Makes minor administrative decisions within established guidelines and independently prioritizes workload to maintain smooth front-desk and file-room operations.
• Performs related duties as required to support HR operations, records management, and departmental customer service.
• Individual assignments will be determined by the supervisor based on current workloads and department needs.

Note: The above description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. The employee may perform other duties of a similar nature or level as required.

REQUIRED KNOWLEDGE/SKILLS/ABILITIES:

• Ability to maintain confidentiality in all aspects of the job.
• Knowledge of office terminology, procedures, and equipment
• Knowledge of departmental and municipal organization and administration
• Knowledge of City codes, ordinances, policies and procedures
• Skill in operating standard office equipment
• Efficient office management
• Excellent communication skills (written and verbal)
• Ability to maintain effective working relationships with Council members, department directors, other employees and the public.
• Ability to work well under pressure, maintaining a pleasant and empathetic manner.
• Ability to prepare routine statistical reports.
• Ability to take and transcribe accurate (shorthand or recorder) difficult and confidential dictation at an efficient level.
• Advanced Microsoft Office experience, including virtual team platforms for meetings, shared team documents, and instant messaging communications.
• Working in a hybrid work environment
• City of Richmond community awareness and values
• Able to lift 20 lbs.

MINIMUM TRAINING AND EXPERIENCE:

• 3 years of related clerical or office support experience
• Minimum High School Diploma or GED is required.
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum years of experience qualifications of the classification.

PREFERRED QUALIFICATIONS:

• 5+ years of experience as an Office Associate, Administrative Assistant, Executive Assistant, or related role
• Experience preferred in Human Resources
• Bachelor’s degree in Human Resources, Business Administration, Public Administration, or related field.
• A Notary Public designation may be required for some assignments.