Human Resources Coordinator

Human Resources And Risk Management Department Receptionist

The position is the first point of contact for visitors and callers to the Human Resources and Risk Management Department and is responsible for greeting them, answering questions of varying complexity, and directing them to relevant staff for a resolution. This position reports to the HR Director but supports all divisions. Work performed generally involves specialized / technical subject matter and may require familiarity with federal laws and City policies and procedures pertaining to area of assignment. Assignments are usually performed with general instructions, guidance, and minimal supervision. Duties are performed in an office environment during normal business hours of department.

Essential Functions:

• Performs office reception duties; receives telephone calls and provides information regarding the operations and procedures of the assigned area; refers difficult or unusual situations to relevant staff.
• Maintains office systems, including classifies, codes, consolidates, and posts information for confidential or technical reports (i.e., minutes, reports, documentary files, inspections, permits and licenses, and other complicated documents) in an established filing system containing varied subject matter files.
• Assists with maintaining budgets, as well as invoicing.
• Maintains the purchasing process.
• Maintains phone contacts and messages and vendor relationships.
• Utilizes document management systems to maintain and update internal databases.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Sorting and distributing incoming post and organizing and sending outgoing post.
• Liaising with colleagues and external contacts to book travel and accommodation.
• Organizing and storing paperwork, documents and computer-based information.
• Liaising with staff in other departments and with external contacts.
• Copying and printing various documents, sometimes on behalf of other colleagues.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Attend meetings, taking minutes and keeping notes. May take dictation and transcribe memorandums, statements, reports, minutes and other material. Type lengthy technical, statistical, and/or financial information using word processing equipment.
• Creates forms, formats, statistical graphs, charts, and other unique typing jobs; reviews and reconstructs material for proper format, grammar, continuity, and punctuation to ensure final document is complete and accurate.
• Establish and maintain electronic document retention files to include the identification, indexing, and storage of information on appropriate mediums. Composes correspondence of a routine nature; revises and develops formats for forms and reports.
• Collect and organize data from various sources and prepare routine and periodic reports; may tabulate and verify totals. Establishes and maintains a comprehensive filing system; maintains and updates office manuals. Receives telephone calls and provides information regarding the operations and procedures of the assigned area; refers difficult or unusual situations to supervisor; may perform office reception duties.
• Answer difficult inquiries and customer complaints, explain functions and services of department; request action from proper department and records action taken/results obtained. Maintains appointment calendar and schedules appointments as instructed; advises supervisor of important meetings; makes travel arrangements as requested.
• Perform related duties as directed.

Knowledge, Skills, and Abilities:

• Considerable knowledge of English composition, general math, and modern office practices and procedures.
• Considerable knowledge of project management concepts and techniques.
• Knowledge of organizational structure and relationship principles regarding budget and staffing issues.
• Knowledge of team dynamics in both participation and group leadership circumstances.
• Skill in providing excellent customer service.
• Skill in the use of personal computers utilizing word processing, presentation software, and databases.
• Ability to communicate effectively, in both written and spoken word, at all levels of the organization.
• Ability to prepare both written and oral comprehensive reports.
• Ability to multi-task, set priorities, meet deadlines, and manage competing priorities.
• Ability to operate a personal computer, various office equipment and software/programs such as scanners, copiers, printers, Microsoft Office Suite, AS400 etc.
• Ability to sit and operate a personal computer for extended periods of time.
• Ability and willingness to establish and maintain effective working relationships with other employees and the general public.
• Ability to understand and interpret financial relationships both from budget aspects and market data.
• Ability to work independently, maintain confidentiality and adhere to established routines and practices.
• Ability to compose and proofread correspondence/documents.
• Ability to communicate effectively both orally and in writing.

Preferred Qualifications:

• Associate degree.
• Minimum of 3 years of full-time, relevant experience in an administrative capacity.
• Experience and ability in the use of advanced computer skills using such software applications as Microsoft Office Programs (Word, Excel, and PowerPoint, Outlook).
• Strong interpersonal and customer service skills, including tact and diplomacy in dealing with a wide variety of customers to communicate with them the need to comply and reasons for compliance with policies, procedures, and guidelines.
• An equivalent combination of education and experience may be considered.
• May be required to become a Notary Public at city expense.

Disclaimer: Successful candidates are required to submit to drug screen & background inquiry.