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ADMINISTRATIVE ASSISTANT (TEMPORARY) – HUMAN RESOURCES - City of Gig Harbor ( Job # 18-0004)

This job is closed.

Minimum Salary: $24.09 per hour
Maximum Salary: $24.09 per hour
Employment Type: Full Time
Department: Human Resources
Open until filled.
(Open to current employees and the general public.)

Summary

The City of Gig Harbor is seeking a Human Resources Administrative Assistant to support the day-to-day operations of serving the public by recruiting and maintaining a diverse, dynamic and interdependent workforce. The ideal candidate will have experience working in a busy, fast-paced environment, which requires attention to detail, accuracy, promptness and the ability to prioritize multiple duties. We are looking for an individual who models the way. A team player focused on service to others, accustomed to follow-through, following up and helping others to reach the goals of the City, which may or may not be directly related to their day-to-day assignments. Human Resources is committed to ensuring all employees and applicants are treated fairly and equitably. We strive to provide an environment where all employees feel valued, supported, trusted and respected and a career where everyone can learn and grow.


GENERAL SUMMARY

The responsibilities of this classification include a variety of administrative and clerical activities involving human resources duties under the guidance of the Human Resources Manager. The classification is responsible for performing entry level duties relating to human resources management in the areas of recruitment, training, compliance, benefits, research, records management, updating and maintaining computerized data.

This is a temporary full-time confidential position not to exceed 5 months and may require travel to other worksites within the City of Gig Harbor.

ESSENTIAL JOB FUNCTIONS

Duties:

  • Perform a wide variety of complex and confidential administrative support duties for the Human Resources Manager and Payroll.
  • Process, verify and maintain confidential personnel related documentation.
  • Examine employee files to answer inquiries and provide information for personnel actions.
  • Search employee files to obtain information for authorized person and organizations.
  • Compile and prepare reports and correspondence documents pertaining to personnel activities.
  • Assist with recruitments: post job announcements, regularly provide update managers and supervisors.
  • Arrange online advertising, post job vacancies, set up interviews, create interview packets, notify eligible workers of position availability.
  • Inform job applicants of their acceptance or rejection of employment and respond to general inquiries.
  • Review entry level applications for minimum qualifications.
  • Request information from previous employers, references and verify education, certifications and other background information to assist HR Manager in determining applicants’ employment acceptability.
  • Communicate a wide variety of information to employees and the public; research and respond to general inquiries regarding policies, benefits and procedures.  
  • Respond and track employee initial eligibility request for FMLA and provide employees with required documentation. 
  • Prepare and set up new employee orientation and onboarding activities.
  • Update and maintain HR website with periodic job postings and update site documents as needed.
  • Maintain human resources compliance tracking database.
  • Conduct verifications of employment.
  • Assist payroll with timesheet verification and entry as needed.
  • Extract and input information into the financial database.
  • Assist with records management and retention schedules.
  • May assist HR Manager with audits, special projects and training activities.
  • Provide general support to the Human Resources Manager.
  • Performs related duties as required.

Knowledge, Skill and Ability:

  • Knowledge of principles and techniques of public human resources management and general office practices.
  • Knowledge of relevant state and federal statutes and regulations.
  • Knowledge and proficiency in using a variety of computer software applications such as Microsoft Office programs.
  • Skill in customer service principles, including telephone etiquette and appropriately responding to emotional behavior.
  • Skill in English vocabulary, grammar, spelling, punctuation and style/format.
  • Skill in creating forms and technical writing.
  • Skill in basic mathematics to perform necessary calculations and statistical reports.
  • Ability to understand and follow oral and written instructions.
  • Ability to apply human resources practices and procedures in recruitment, selection, classification, compensation, payroll and benefits administration.
  • Ability to utilize human resources information systems.
  • Ability to accurately analyze and gather detailed metrics.
  • Ability to problem solve and troubleshoot issues.
  • Ability to effectively manage and complete multiple assignments in a fast pace environment.
  • Ability to maintain confidentiality and professionalism.
  • Ability to provide a high level of quality solution focused customer service.
  • Ability to communicate effectively and maintain a positive professional demeanor.
  • Ability to assume positive intent and work collaboratively with others.

Physical Requirements:

  • Ability to lift 30 pounds occasionally.
  • Ability to type, answer phones operate office equipment frequently.
  • Ability to drive to and from different worksites in personal vehicle.
  • Work is primarily performed in an office environment.
QUALIFICATIONS

Minimum Qualifications:

  • High School Diploma or GED; and
  • Two (2) years of full-time administrative support experience in a busy, high functioning, human resources office environment or comparable position.
  • Demonstrated sensitivity and understanding of diverse backgrounds.
  • Experience in providing strong solution focused customer service while multitasking.

Preferred Qualifications:

  • Superior computer skills: experience working with applicant tracking systems, website updates, online advertising, Microsoft Office suite and financial systems.
  • Candidates with general human resources experience and knowledge of FMLA, Workers Compensation and/or recruitment.
  • Prior human resources experience working for a public or governmental agency.
  • An Associate’s and/or Bachelor Degree in Human Resources, Business Administration or closely related field.
  • Previous experience with Power BI and Lean Process Management.
OTHER INFORMATION

Special Requirements:

  • Incumbents may be required to travel.
  • Incumbents may be required to possess and retain a valid Washington State Driver’s License.
  • Must be able to successfully pass an extensive background and reference check.
  • Work hours are Monday through Friday from 8:00 AM – 5:00 PM.

Special Accommodation:

If you are in need of special services or facilities due to a disability in order to apply or interview for this opening, please contact Human Resources.

How to Apply:

  • Submit a letter of interest, not to exceed one page, that addresses how you meet the minimum and/or preferred  qualifications for the position and a current comprehensive resume. 
  • Submit and complete an online application on www.govjobstoday.com that reflects all relevant education and experience.
  • First review of applications will begin on 2/27/2018.

Attachments

Location
City of Gig Harbor Civic Center
3510 Grandview Street
Gig Harbor, WA 98335