Executive Administrative Assistant to Human Resources

PRIMARY FUNCTIONS

This is a professional, skilled administrative position involving a wide variety of tasks performed with minimal supervision to support the operations of the HR department. Individual in this class is assigned to a position as administrative support and to the Manager of Human Resources and Benefits and requires complete discretion with a service-oriented approach.

This position entails administrative tasks requiring independent action and judgment. Work requires a knowledge of departmental practices and procedures, experience with H.R.I.S and/or other enterprise level software, as well as independent action and judgement, great communication and people skills and a deep ability for multitasking.

TYPICAL DUTIES AND RESPONSIBILITIES

Helps facilitate all human resources programs and functions throughout the organization.

Maintains H. R. data input in the Payroll system for all new hires, termination, and promotions.

Coordinates and directly supervises the work of other clerical staff members.

Ensures sufficient, precise, and timely information is well distributed.

Prepares documents pertinent to new and separating employees and supports the maintenance of their files from hire date through separation of employment.

Manages office expenditures, supply ordering, and prepares proposal requests as needed.

Identifies and implements new methods of office procedures to improve workflow within the department.

Prepares biennial federal EEO4 reports; annual U.S. census reports, and other reporting as required.

Performs analysis and research across multiple data platforms.

Maintains Human Resources page on City website and Sharepoint.

Takes responsibility for all records and documents issued or received by the department.

Prepares reports and correspondence.

Maintains daily organizational needs of the department head.

Develops reporting systems.

Prepares and submits weekly payroll reports.

Performs other work as required.

EDUCATION, QUALIFICATIONS & EXPERIENCE

Graduation from an accredited college, junior college, or business academy with course work in business and public administration and 3 to 5 years’ experience in office management, including 1 to 3 years supervisory responsibilities; or any equivalent combination of training and experience which provides the following knowledge, abilities, and skills:

KNOWLEDGE, EXPERIENCE, SKILLS & ABILITIES

Prior Human Resources experience is preferred.

Ideal candidate will also have hands-on HRIS experience.

Must have considerable knowledge in the use of Microsoft Word, Microsoft Excel and Microsoft Outlook, and PowerPoint.Considerable knowledge of administrative practices.

Considerable knowledge of office practices and methods and the ability to apply these to work problems.

Demonstrated ability to gather and analyze data.

Ability to learn and implement new software as needed.

Ability to practice customer service techniques and professional telephone etiquette.

Ability to develop a knowledge of departmental rules, regulations, procedures, and functions.

Ability to work independently confidentially and with discretion.

Ability to plan and coordinate assignments.

Ability to establish and maintain effective working relationships.

SALARY, BARGAINING UNIT & TERMS OF EMPLOYMENT

This is a "General Fund" tested position.

This position covered by the Executive Management & Confidential Employee Policy, available to review HERE.

Hires into this class shall not be covered by the City pension but shall continue to be covered by Social Security; additionally, employer will contribute 7.5% of base pay into a defined contribution plan.

Employment is contingent upon the successful completion of: (1) a pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening accordance with the City’s Drug Free Workplace Policy*, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment.

Pursuant to the Federal Drug Free Workplace Act of 1988, The City of New Haven has a adopted a Drug Free Workplace Policy. The City of New Haven requires a pre-employment drug test, which includes screening for marijuana.

Selection Plan

Applications will be reviewed by the Department of Human Resources. Applicants must demonstrate that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification. Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date.

It is critical that you complete the application thoroughly and submit information as outlined above, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process. This information may be used to determine the eligibility list. As such, this job announcement should be considered the exam announcement, and submissions may be evaluated while the application period is open.

Information regarding the employment and selection process can be found HERE.

Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam/junk folders, for correspondence from the New Haven Human Resources Department.

We reserve the right to extend an application deadline or close a job posting early to ensure we can attract and identify the best candidate(s) for a position.

Conclusion

To apply for this opportunity:

Complete your User Registration. You are encouraged to save your Applicant Profile for future use.

You MUST click on the job posting you are interested in, and click Apply or Apply Online from within that posting.

MAKE SURE the job you are applying for is named at the top of the page as you review your application!

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Click "Ready to Send App" or the "Send" tab; read page and click the attestation

Click "Send to City of New Haven"

You will be redirected to "CONFIRMATION OF EMPLOYMENT APPLICATION SUBMISSION"

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