Human Resources Office Administrator

City of Springfield (MO); Springfield (MO); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

Pension plan

Health insurance

Generous leave

Wellness program

Tuition reimbursement

Professional development

Job summary

City of Springfield is seeking an organized and detail-oriented Human Resources Office Administrator to support day-to-day HR operations, focusing on position control, onboarding, records management and recruitment support.

The role requires handling confidential information, strong customer service, and proficiency with Excel, Outlook, and HRIS systems. The position includes back-up front desk duties and collaborative teamwork in a public-sector environment.

Qualifications

• Customer service experience, preferably in public-facing roles.
• Excellent organizational skills and the ability to manage multiple tasks.
• High attention to detail to ensure accuracy.
• Ability to operate in a fast-paced environment while applying policies consistently.
• Clear and professional communication with diverse stakeholders.

Responsibilities

• Coordinate position control activities for new and existing positions, maintaining accuracy.
• QA reviews for onboarding and internal movement to ensure proper documentation.
• Administer Records Retention program and ensure compliant organization.
• Handle sensitive information, including PII, with confidentiality.
• Utilize Excel, Outlook, HRIS, and related systems for data management and reporting.
• Process employment contracts, billing, iExpense reports, and other records.
• Back up HR front desk and provide professional service to employees, applicants, and visitors.

Skills

Customer service

Organizational skills

Attention to detail

Multitasking

Communication

Confidentiality

Education

Associate's degree in Administrative Office Systems

Tools

Excel

Outlook

HRIS

Job description

The City of Springfield is seeking a highly organized, detail-oriented, and service-focused Human Resources Office Administrator to support the day-to-day operations of the Human Resources Department. This position provides a broad range of administrative and HR support functions, with a particular focus on position control, employee movement and onboarding, records management, recruitment support, financial administration, and confidential employee information.

The ideal candidate is someone who can manage competing priorities, exercise sound judgment, work independently, and navigate complex administrative processes while maintaining a high level of accuracy and confidentiality.

What you'll do:

As a Human Resources Office Administrator, you will be a key part of our HR team, helping to ensure smooth operations across a variety of areas. Your main duties will include:

• Coordinate position control activities for new and existing positions, ensuring position information is accurate, current, and properly maintained.
• Perform quality assurance reviews related to employee onboarding and internal movement, helping ensure required processes and documentation are completed accurately.
• Administer and maintain the Human Resources Department’s Records Retention program, ensuring records are appropriately organized, retained, and disposed of in accordance with established requirements.
• Handle sensitive and confidential information on a regular basis, including Personally Identifiable Information (PII).
• Demonstrating proficiency in software such as Excel, Outlook, HRIS, and related systems to ensure accurate data management, report generation, and scheduling.
• Process and maintain a variety of administrative documents, including employment contracts, billing documents, iExpense reports, and other records.
• Serve as the primary backup for the Human Resources front desk, providing professional and responsive service to employees, applicants, and visitors.

What you'll need:

To be successful in this role, you’ll need to bring a combination of skills, experience, and personal qualities. We’re looking for candidates who possess:

• A strong background in customer service, with a focus on providing friendly, solution-focused support, preferably in public-facing roles.
• Excellent organizational skills, with the ability to manage multiple tasks and prioritize efficiently.
• High attention to detail to ensure that tasks are completed accurately and with care.
• Ability operate in a fast paced environment while still maintaining consistency with the applications of policies and procedures.
• The ability to communicate clearly and professionally with a diverse group of internal and external stakeholders.

What you'll love:

Joining our HR team will give you the chance to enjoy some great benefits, both personally and professionally:

• Teamwork: Work alongside a dedicated, supportive team that values collaboration, creativity, and positive energy.
• Impact: Make a real difference in the local community by supporting the City's most valuable resource—its employees.
• Benefits: Take advantage of our pension & health insurance provided at no cost to the employee, plus generous leave time, a wellness program, and more!
• Professional Development: We want our employees to grow through training, tuition reimbursement, and more.

This position is an important part of keeping Human Resources operations accurate, compliant, organized, and responsive. From maintaining position information and supporting employee movement to protecting confidential records and assisting with recruitment, the Human Resources Office Administrator plays a key role in ensuring the department’s daily processes operate effectively and employees receive consistent support.

Leadership Philosophy - Lead with Clarity. Serve with Purpose.

The City of Springfield’s leadership culture is grounded in processes, relationships, and trust. Leaders across the organization operate within the principles of The Trust Edge Framework, which emphasizes:

Clarity, Compassion, Character, Competency, Commitment, Connection, Contribution, and Consistency

These principles guide how we work together, build relationships, and serve our community.

Human Resources Office Administrator:

This position is posted with the option to be underfilled as an Human Resources Assistant.

Experience, Education, and Training

• At least three years of responsible administrative office work.

PREFERRED

• Experience in a fast-paced, deadline-driven Human Resources office environment.

Licensing/Certification

• Assignment to some departments requires incumbent to possess a valid driver’s license and, in some cases, provide own vehicle for on-the-job transportation.

Experience, Education, and Training

• Two years of experience in general office work.

OR

• Completion of an Associate's degree in in Administrative Office Systems, Human Resources Management, Business or a related area.

PREFERRED

• Previous experience in Human Resources including HRIS (Human Resources Information Systems) programs, or electronic records management experience.

Human Resources Office Administrator: ($18.37/hr - $28.19/hr)

For more information on essential functions and other requirements, please see the job description.

Human Resources Assistant: ($18.23/hr - $25.39/hr)

For more information on essential functions and other requirements, please see the job description.

Equal Opportunity Employer/Disability and Vet

The City of Springfield promotes equal employment opportunities to all without regard to race, color, religion, sex, national origin, age, status as a protected veteran, or status as a qualified individual with a disability, or other legally protected status. All qualified applicants will receive consideration for employment.

Individuals with disabilities who believe they will need an accommodation to undergo any part of the interview, examination, or pre-employment process, should request a reasonable accommodation in accordance with the Americans with Disabilities Act prior to the testing or appointment. Requests should be requested by contacting City of Springfield Human Resources by phone, 417-864-1607, or in person at the Municipal Busch Building, 840 Boonville Ave. Springfield, MO 65802.

Proof of United States Citizenship/Authorization to Work in the United States as established by the Immigration Reform Act of 1986 is a condition of employment. We are committed to a drug-free workplace. Pre-employment drug testing is required.