Administrative Assistant IV- HR

Provide complex and varied office and administrative support to the Human Resources Department. Serve as administrative support to the Human Resources Director, Deputy HR Director, Risk Manager, and department staff.

SALARY:

9A

REPORTS TO

Human Resources Director

POSITIONS SUPERVISED

None1. Provide full range of administrative/receptionist support functions to the Human Resources Department to include fielding telephone inquiries, providing information to the public, assisting applicants with information regarding the recruitment process, and providing other general information to the public. Perform some back-up and cross training of other positions within the department. 2. Pick up, open, and distribute incoming mail daily. Process outgoing mail to include tracking certified mailings. Coordinate bulk mailings and large copying projects. 3. Compose and type letters, memorandums, reports, and other communications. Edit material for grammar, punctuation, and spelling. Produce or design content for various Borough publications: brochures, flyers, social media. Compose, edit, and publish the HR newsletter using publishing software. Coordinate with other departments to solicit articles as appropriate. 4. Maintains records of attendance and successful completion of training, tracks schedules for required initial and refresher training in Borough learning management software. 5. Serve as Records Coordinator for department. Scan records into Records Management System. Maintain office filing systems and coordinate records retention with the Records Management Department. Provide quality control for scanned documentation into Records Management System. Maintain and update electronic file structures, perform data cleanup. 6. Serve as department timekeeper and fixed asset custodian. Perform capital assets custodial responsibilities for the Risk and Personnel/Payroll Divisions. Provide other audit support, as needed. 7. Update and maintain both internal and external Human Resources webpages on Borough websites. Update recruitment websites. Update and maintain the Borough organizational chart and other personnel tracking programs. 8. Responsible for the administration of the Employee Appreciation Reward program. 9. Responsible for maintaining the Borough Emergency Alert System for employees (RAVE). 10. Provide various general office tasks as assigned. Schedule the HR conference room, schedule appointments, and coordinate HR related meetings and functions. Assist with special projects as assigned. 11. Attend meetings to record official minutes, meeting notes, and provide other administrative support to the Department Director and Managers as needed. Serve as support staff for contract negotiations. Transcribe items as needed. Assist with public records requests. 12. Schedule and coordinate arrangements for meetings, community outreach, and special events. Chair the yearly Employee Appreciation Luncheon. 13. Serve as administrative support for Policy Review Committee, updating and maintaining the Borough Policies and Procedures and other committees as assigned. 14. Responsible for the annual Employee Service Award program and other programs as assigned. 15. Perform first level technical support for the department. Place equipment service calls and work orders for the department. 16. Collect, Compile, and analyze HR related data, metrics, and statistics. 17. Serve as back up for HR Specialists A and B as needed. 18. Conduct, tabulate, and analyze biannual employee satisfaction survey. Conduct other surveys and compile data and report trends to management. 19. Responsible for other Human Resources Department duties as assigned.

MINIMUM QUALIFICATIONS

1. High school diploma or equivalent. Up to one (1) year formal education in office administration/technology or related field required. Associates Degree in a business-related field is preferred. 2. Five years of progressively responsible secretarial/administrative experience with knowledge of administrative office practices and procedures, of which two (2) years must have been dealing directly with the public. 3. Demonstrated ability to operate a personal computer with speed and accuracy and operate other office machines. (Microsoft Word, Excel, Outlook, PowerPoint are required. Access, and Publisher experience preferred.) Type at a proficient level. 4. Experience with automated personnel/payroll systems preferred. 5.

PREFERRED

Ability to have and maintain a valid driver's license and to meet insurance standards and maintain insurability under the Borough's insurance program. If personal automobile is used for Borough business, proof of insurance at statutory limits must be provided. (A

CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST

)

KNOWLEDGE, SKILLS, AND ABILITIES 1.

Must possess excellent interpersonal and communication skills with the ability to compose and draft complex correspondence. Ability to foster positive relationships with various stakeholders and showcase empathy. Appropriate phone etiquette is required. 2. Must have demonstrated punctuality and attendance. 3. Ability to work effectively on numerous, moderate to complex tasks in various stages of completion in a fast-paced, high production environment, while delivering excellent service to internal and external customers and maintaining excellent attention to detail. 4. Must be able to function independently with minimal direction and perform work in an organized and professional manner under stressful situations and the pressures of short deadlines. Ability to understand and execute oral and written instructions. 5. Demonstrated ability to deal with the public and staff in a tactful, courteous, and efficient manner. Ability to maintain effective working relationships with other employees under sometimes stressful situations. 6. Ability to maintain confidentiality of information and ability to use independent judgment.

OTHER 1. A PROFICIENCY TEST MAY BE ADMINISTERED. 2.

This position requires a criminal background check.

JOB CONTACTS

Continuous contact with employees at all levels of the Borough, continuous routine public contacts and frequent contacts involving outside organizations/agencies.

JOB RESPONSIBILITY

Lead of temps, experiences many minor problems daily and an occasional major one that must be resolved using own initiative and ingenuity. The consequences of error, carelessness, or mistaken judgment require significant effort to recover.

WORK ENVIRONMENT

General office where conditions are pleasant; good, clean conditions where minor accidents/probable hazards are negligible; requires short periods of moderate lifting, pushing or pulling (26-50 lbs.).