Human Resources Administrative Assistant

**Your Indeed Resume will not be considered unless you fill out a Town of Hamden application**

The Town of Hamden is seeking a qualified candidate for the position of Human Resources Administrative Assistant. The position performs responsible administrative and secretarial assistance and support work of a confidential and complex nature for the Human Resources Director, the Human Resources Officer and the Benefits Manager. This position is responsible for setting up agendas, posting zoom and in person meeting notices pursuant to current standards, taking and posting minutes for the Civil Service Commission and the Hamden Employees Retirement Board; also performs office management duties. The individual in this position will be responsible for maintaining and assuring the on/off-boarding process for new and separated employees.

Supervision Received: Receives general direction from the Human Resources Director and the Human Resources Officer who assigns duties, outlines policies, and reviews work for conformance with current standards. Performs duties on own initiative, exercising a high degree of judgment and tact.

Supervision Exercised: May supervise temporary or part-time employees by transmitting instructions of the Personnel Department staff and follows up to assure compliance within related time frames.

Examples of Essential Job Duties: Serves as administrative secretary to the Human Resources Director by providing administrative office support services, scheduling appointments and on-site meetings, along with the coordination of virtual /zoom meetings. Screens correspondences, telephone calls and visitors to assure prompt response to needs, making referrals to staff or offices as necessary. Prepares and proofreads correspondence, reports, and other documents created by the Human Resources Director or Human Resources Officer. Organizes and maintains paper and computer filing systems, initiate recurring administrative processes, prepares weekly payroll, coordinates assigned projects, and assists in the compilation of reports by researching and gathering required information. Organizes and posts both maintains Civil Service Commission and Retirement Board hybrid meeting information, including meeting notices, agendas, reports and supporting agenda documents. Records proceedings of both Civil Service and Retirement Board hybrid meetings and posts to the Town website and other social media sites as required. Transcribes minutes and distributes to Commission members and posts on public websites. Acts as a liaison to the Civil Service Commission in providing information, reports and related data. Collects and organizes information related to recruitment and/or retirements to be made available to others by mail, email, telephone, and the web. Helps the department to achieve its mission by coordinating the administrative processes associated with the implementation and coordination of the Civil Service recruitments and the management of Employee Retirement Board monthly meetings. Assists with the onboarding process for new employees by creating an initial profile in the Town supported human capital management system. Assists with verification of employment eligibility by creating and updating confidential files, initiating the I-9 and/or e-I-9 process. Prepares correspondence to new hires and tracks all required information. Assists new employees with emergency contact information, background check form and scheduling of pre-employment physicals. Obtains new employee identification cards, submits the Information Technology network access form, and arranges orientation, office space, equipment, services, and supplies. Supports the administrative business functions of the department by maintaining the departmental website and databases, scheduling the use of conference rooms, and maintaining security of equipment, files, and records. Supports the department by performing all other duties as assigned by the supervisor.

Knowledge, Skills and Abilities: working knowledge of Microsoft Office and Excel spreadsheet applications is required. Working knowledge of or the ability to learn and use the MUNIS database applications, must be able to post meeting notices and meeting minutes on the Town website in accordance with current requirements; management of the webpage content for the Department as well as other systems or applications that may be used within the Personnel Department is required. Ability to maintain information in confidence and must possess a working knowledge of Civil Service procedures as well as personnel administration and policies. Ability to compose clear and correct letters and reports. Must be able to assemble and organize data and to prepare reports from such records. Must have the ability to establish and maintain complex files and records systems. The ability to relate in a positive, friendly manner with staff members and the public is essential. Effective verbal and written communication skills are required. The ability to maintain departmental financial records and accounts and prepare financial reports is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required..

Minimum Qualifications Required: Associate degree in business administration or Secretarial Services and four (4) years of responsible office administrative experience with some personnel experience or an equivalent combination of education and experience in personnel or Human Resources work that demonstrates possession of the required knowledge, skills, and abilities. Bachelor’s degree in human services or a closely related field preferred.

License or Certificate: A Connecticut Motor Vehicle Operator’s license is required.

Physical, Mental Exertion/Environmental Conditions: Works in office setting subject to continuous interruptions. Includes exposure to computer screens daily; may be required to lift and move light to medium weights, i.e., manuals, files, office supplies, etc. Must be able to work under stress from demanding deadlines and changing priorities and conditions. Must be able to hear clearly (correctable to within normal limits) to record telephone information, and to see (vision correctable to 20/20) to complete applications and forms.

Note:The above description is illustrative of tasks and responsibilities. It is not meant to be all-inclusive of every task and responsibility. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

Completed applications and resumes can be sent to:

Human Resources Department

Hamden Government Center

2750 Dixwell Avenue

Hamden, CT 06518.

This recruitment will close on January 31, 2024.

Job Type: Full-time

Pay: $58,660.83 - $73,320.48 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• Do you have experience working in a civil service environment? If yes, please describe what you know about civil service.

Work Location: In person