City of Chicopee Hiring for Human Resources Administrative Specialist (Human Resources) 2023-097 at Chicopee, MA Full Time

Job Title: HR Administrative Specialist (Administrative Assistant)
Department: Human Resources
Grade: Non-Union Grade 4
Reports to: HR Director, Assistant HR Director
Prepared by: Human Resources
Last Revision: 09/30/2021

SUMMARY:
This position is responsible for providing administrative and clerical support to the HR department, customer service to employees and patrons, and facilitate daily procedures of an efficient and professional HR operation, maintaining compliance- and technical-related responsibilities as directed.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

PRIMARY FUNCTIONS

• Provides customer service; greets and assists visitors and employees
• Serves as receptionist for the department
• Maintains a working understanding of the laws and regulations applicable to practices and actions of work handled
• Collects, accepts and reviews applications, documents, and other correspondence for completeness, and to be addressed properly
• Answers main department phone line and directs callers appropriately
• Maintains employees’ files and other confidential records through applications, physical files, and databases (e.g. HRIS, ERP, ATS) in accordance with rules, regulations and legal statutes
• Performs duties to enhance and maintain data and reporting systems for the department
• Assists in scheduling interviews, producing letters and applicable correspondence
• Assists with new-hire orientations
• Processes new-hire paperwork
• Conducts verifications, pre-employment screening, scheduling, and related personnel logistics
• Conducts Form I-9 processing, employment verifications, CORI checks, SORI checks, other related screening and verification inquiries
• Disseminates paperwork to schools/departments as appropriate to support the functions of the Human Resources Department.
• Works with HR Director and Assistant HR Director to create, plan and develop improved systems
• Researches and implements record retention programs
• Generates and disperse extensive reports
• Complete similar or related work as required, directed or as situation dictates.
• Maintains applicant flow and provide support to HR staff to ensure timely report and logistics expectations are met
• Participates in special projects, meetings and interviews, as requested
• Assists the HR Generalist and Sr. Generalist with data entry and records processing in areas such as Unemployment, Workers’ Compensation, DOT compliance, and others
• Assists the Benefits Manager with the collection, scanning, filing, and processing of employee and retiree insurance, and other fringe benefit plan documents
• Answer frequently asked questions to those inquiring in areas such as benefit plans, recruiting, regulatory compliance, and other areas
• Performs similar or related work as required or directed.

QUALIFICATIONS:
To perform this job successfully, an individual must meet the following qualifications. The incumbent must be able perform this job, and each essential duty satisfactorily. The requirements listed herein are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

EDUCATION AND EXPERIENCE

• High School Diploma or equivalent
• Extensive knowledge of office procedure, computers, and software is required
• Minimum of two (2) years of relevant experience is required
• Or any equivalent combination of education, training, certification and experience.

SUPPLEMENTAL INFORMATION

• Courses in human resources, business administration, or other related discipline is preferred
• MUNIS experience is preferred but not required
• Experience in a municipal office that deals with the public and employees preferred

KNOWLEDGE, ABILITY, AND SKILLS

Employees in this position should have a thorough knowledge of the following:

• Knowledge of modern records management techniques
• Knowledge of office practices and personnel related policies and procedures
• General knowledge of municipal operations
• Applicable federal, state, and local laws
• Ability to interact in a positive and effective manner with all levels of personnel
• Ability to communicate clearly and concisely, in writing and orally.
• Ability to establish and maintain good public relations and effective working relationships with employees, city departments, officials and the general public.
• Proficiency in computers, scanners, printer, software programs, internet applications and other equipment will be essential to perform this job.
• Ability to compose, type and proofread work.
• Strong organizational and time management skills.
• Technical skills related to data processing (e.g. Formulas in Excel)
• Ability to keep accurate and detailed records
• Ability to organize and maintain detailed and extensive records; ability to work with various computer applications. Ability to work effectively under time constraints to meet deadlines. Ability to interact appropriately, effectively and discreetly with the general public.

OFFICE CONDITIONS:

This position predominantly involves sedentary work in an office environment; however, the Administrative Specialist / Assistant also may be required to travel to private and public buildings, locally and statewide, via private or public conveyance to assist staff and stakeholders in attending to needs on business matters. The workspace must be organized and maintained by HR staff. This person will make contact with city/school employees and officials, job applicants, other municipalities, labor counsel, vendors, consultants, insurance providers, and the general public. Contacts involve communicating routine information as well as discussing and/or communicating confidential information. Contacts require considerable discretion, resourcefulness, and confidentiality to achieve desired objectives.

This employee will have access to highly confidential information on a City and School-side basis such as personnel records, investigatory/disciplinary/corrective action documents, and others.

SUPERVISION RECEIVED:

This position is under direct supervision of the Human Resources Director and Assistant Director. The employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. The applicable supervisor provides additional, specific instruction for new, difficult or unusual assignments, including suggested work methods.

SUPERVISION RESPONSIBILITIES:

This position has no supervisory authority.

JUDGMENT:

The work involves numerous standardized practices, procedures, or general instructions that govern the work and may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practices, procedures, regulations or guidelines.

COMPLEXITY:

The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.

NATURE AND PURPOSE OF CONTACTS:

Relationships are primarily with co-workers, vendors and the public, involving frequent explanation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. More than ordinary courtesy, tact and diplomacy is required to resolve complaints or deal with hostile, uncooperative or uninformed persons.

CONFIDENTIALITY:

The employee has access to extensive amounts of confidential information, including personnel records, recruitment and talent acquisition data, medical records, legal claims and lawsuits, and collective bargaining information.

(This job description does not constitute an employment agreement between the employer and employee. It is used as a guide for personnel actions and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Job Type: Full-time

Pay: $38,512.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Work Location: In person