Hr Assistant

JOB SUMMARY

The purpose of this classification is to perform clerical work and data entry, and process information and documentation relating to the Human Resources Department.

ESSENTIAL JOB FUNCTIONS

• Provides clerical support for an assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews, or modifies data in computer database; verifies accuracy of entered data and makes corrections.
• Maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents. Knowledge of Laserfiche is a plus.
• Responsible for running MVR reports monthly.
• Processes incoming/outgoing mail; picks up mail from mailroom, post office, or other designated location; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail.
• Copies and distributes forms, reports, correspondence, and other documentation.
• Conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed.
• Knowledge of the fulfilling Open Records Requests according to Georgia Open Records Act.
• Processing departmental purchase orders and making employee badges.
• Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies.
• Working knowledge of Microsoft Office Suite, Internet, or other computer programs.
• Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail; initiates and returns calls as necessary.
• Performs customer service functions; provides information/assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; research problems/complaints and initiates problem resolution.
• Work with department on citywide special events.
• Performs other related duties as required.

MINIMUM QUALIFICATIONS

Education and Experience:

Requires a High School Diploma or equivalent, or equivalent combination of education and experience.

Knowledge, Skills, and Abilities:

• Ability to determine, calculate, tabulate, and/or summarize data; ability to perform subsequent actions in relation to these computational operations.
• Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Ability to utilize a wide variety of reference and descriptive data and information.
• Ability to perform addition, subtraction, multiplication, and division; ability to count, record counts, and perform basic measuring.
• Ability to carry out instructions furnished in written, oral, or diagrammatic form, including semi-routine standardized work with some latitude for independent judgment concerning choices of action.
• Ability to exercise judgment, decisiveness, and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.

PHYSICAL DEMANDS

The work is light which requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.

• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

WORK ENVIRONMENT

Work is performed without exposure to adverse environmental conditions.