Full-Time Human Resources Secretary
Class Title: Human Resources Secretary
Department: Human Resources
Effective Date: September 2014
Grade No. 16
FLSA STATUS: Non Exempt
- Performs a variety of routine and complex secretarial and clerical duties in assisting the Human Resources Office. Aids in the management and administration of county services in a variety of complex and confidential administrative duties.
- Works under the direct supervision of the Human Resources Manager.
EXAMPLE OF DUTIES
- Receives telephone and personal callers, handling questions or matters of a technical nature; explains departmental policies and procedures; receives, routes and/or processes mail; types correspondence, reports and other items requiring independence of judgment as to content; compiles information for departmental use; performs receptionist duties; ensures absolute accuracy and completeness of all correspondence. Must maintain strict confidentiality in all aspects of correspondence and duties.
- Schedules and coordinates meetings and appointments for the Department while preserving confidentiality of classified and sensitive administration documents and files; prepares meeting agendas and supporting information packets for meetings; notifies appropriate parties of appointments and meetings; takes minutes of meetings. Makes travel arrangements (i.e. airline and hotel reservations) and arranges conferences and meetings.
- Receives money for applications, materials, services and other office transactions and accounts for office expenses and is responsible for office financial accounts. Processes vendor invoices and requests for payments. Prepares monthly statements; handles petty cash; prepares monthly expense reports; monitors expenditures and compiles statistics for preparation of departmental budget.
- Receives employment applications and related materials.
- Establishes and maintains file systems appropriate for the department.
- Establishes and maintains complete files of correspondence and other materials appropriate to the unit; controls and maintains records and indexes using considerable independence of judgment.
- Performs employment verifications.
- Receives, maintains, and distributes office supplies; maintains necessary records pertaining to transactions; maintains confidentiality of classified and sensitive documents and files.
- Assists County Personnel Manager in duties relating to the Personnel Department in maintenance and administration of County Personnel Policies and Procedures; could compile pertinent employee information on computer.
- Assists other offices with duties when secretary is absent (i.e. Fire Marshal, Commission, Community Development, etc.)
- Performs other related duties as required.
- Education and Experience:
- Graduation from high school or equivalent with course work in business or secretarial field.
- Four (4) years of closely related experience, including at least two (2) years of increasingly responsible secretarial experience.
- Any equivalent combination of education and experience.
- Necessary Knowledge, Skills and Abilities:
Thorough knowledge of modern office practices and procedures; thorough knowledge of grammar, spelling and punctuation; working knowledge of bookkeeping, accounting and filing.
Ability to make mathematical computations; ability to follow written and oral instructions; ability to type 60 wpm.
Ability to perform a variety of secretarial work requiring accuracy in spelling and data entry. Strong proofreading skills are a must; ability to communicate effectively, verbally and in writing; ability to establish and maintain effective working relationships with employees, other agencies and the public.
Ability to establish and maintain working relationships with employees, other agencies and the general public. Must have excellent people skills with clientele who come into the office; ability to communicate effectively, verbally and in writing.
Ability to operate personal computers and printers. Working knowledge of Word Perfect, spreadsheets or Database software, DOS, E-Mail, desktop publishing and Inter-net experience.
The physical demands 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.
While performing the duties of this job, the employee is frequently required to sit, talk and/or hear and use hands to finger, handle or operate objects, controls. The employee is occasionally required to stand and walk; reach with hands and arms; and to perform functions normally associated with office environment.
Physical requirements are those normally expected in an administrative office atmosphere with lifting not to exceed 25 pounds.
Must be able to work some evenings as required.
Must be bondable.
Formal application; skills test in typing; reference check; interview with hiring authority.
Dated this 19th Day of September, 2014.