Human Resources Administrative Assistant

The Position

TYPING TEST REQUIRED: Your application will NOT be considered unless you take the typing test - to take the typing test now.

(NOTE): The first and last name you enter on the typing test and this application must be exactly the same. DO NOT PLACE A SPACE AFTER YOUR NAME AND DO NOT ENTER A MIDDLE INITIAL ON THE TYPING TEST. If the names are NOT an exact match (including upper and lowercase letters), your typing test score will not be uploaded into your application accurately, as it is completed through an automated process.

TYPING TESTS ARE VALID FOR SIX MONTHS.

Incumbent works under the direction of the Human Resources (HR) Director or designee, performing clerical, administrative and customer service activities supporting the efficient operation of the Department.

Essential Functions

• Answer questions (e.g. employees, applicants, public) within level of expertise or refer to subject matter experts.
• Monitor incoming faxes.
• Establish and maintain effective work relationships with clients, supervisors, County employees, elected officials, attorneys, law enforcement, judges, other agencies, and the public.
• Comply with Civil Service policies and regulations, collective bargaining agreements, County policies, department policies and laws to create a cooperative, safe, respectful and quality work environment.
• Ensure confidentiality and security of all sensitive data and information.
• Update HRIS system information (e.g. position descriptions, performance evaluations, disciplinary documents, employee addresses, and phone numbers).
• Maintain office security, follow safety procedures, and monitor/control access beyond the lobby.
• Respond to requests for verification of employment providing callers authorized information.
• Provide administrative support to HR staff.
• Receive, sort, and distribute mail and supply deliveries.
• Maintain Civil Service personnel and benefit records ensuring safekeeping.
• Process eVerify and I-9 documents for new hires and assist in internal audits.
• Answer and screen incoming phone calls forwarding to appropriate individual.
• Greet and welcome employees and guests, and accompany or announce visitors.
• Provide a positive, professional image of HR, and serve as an information source.
• Ensure lobby is presentable.
• Prepare weekly Board Report (e.g. postings, job audits, separations).
• Assist with scheduling applicant pre-employment activities (e.g. drug screen, physical assessments) and department language testing setup and follow-up.
• Assist applicants or employees with the completion of job-related documents and software questions (e.g. applicant tracking, applicant testing, benefits platform).
• Ensure adequate supply of inventory/office supplies.
• Provide assistance during benefit open-enrollment.
• Complete special projects relaying progress/information to supervisor and/or HR Director.
• Report to work with regular, consistent attendance.
• Perform other duties as assigned and directed.

Education and Work Experience and Other Requirements

• High school diploma or equivalent required.*
• Two (2) years of receptionist, clerical and/or customer service experience required.*
• Two (2) years of MSOffice experience required.
• Able to type/keyboard 40 net words per minute required.
• Completion of a pre-employment criminal record check and conditional offer drug screen required.
• *Equivalent combination of education and work experience may be substituted for requirements on a year-for-year basis.

Physical Requirements & Working Conditions

• The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work is generally performed in an office setting. Noise level is usually moderate. Work hours are typically standard day-shift hours; however, schedule may vary (e.g. hours, days, overtime/extra hours, holidays, weekends). Work may be stressful when dealing with multiple/changing priorities, limited resources, time constraints, and uncooperative/irate individuals.
• Work requires some physical activity, including extended periods of sitting and standing, frequent walking, carrying, reaching, climbing, and occasional balancing, kneeling, bending. Work also requires the ability to frequently lift and/or carry objects weighing up to 10 pounds and occasionally up to 30 pounds.
• Required sensory abilities include vision, hearing and touch. Visual abilities, correctable to normal ranges, include close, distance, and color vision and the ability to adjust focus. Communication abilities include the ability to talk and hear within normal ranges. Incumbent must possess the hand-eye coordination and manual dexterity necessary to operate computers and other equipment.

Douglas County is an EOE - Disability/Veterans