Supervision:
Under supervision of Personnel Director, the appointing authority. The employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. The supervisor provides additional, specific instruction for new, difficult or unusual assignments. The employee refers unusual situations to the supervisor for advice and further instructions.
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.
Responsible for overseeing the day-to-day delivery of Personnel Department services as they pertain to such areas as hiring, attendance, payroll, billing, purchasing, unemployment and worker compensation, and insurance issues. Performs a variety of administrative functions, including but not limited to, composing and typing correspondence, reports, managing incoming and outgoing mail, etc.
Responsible for being the initial point of contact for the public and other City Departments whether in person, by telephone or in writing. Responds to questions, within authority, in a courteous, professional and confidential manner.
Responsible for setting up, maintaining and balancing of department accounts, completing required paperwork, and processing billing in a timely manner as per set City procedures. Responsible for setting up and generating the necessary reports to Director and any other Department or Agency as required.
Assists in the coordination of staff training and communications programs.
Assists the Director, including scheduling appointments, maintaining Department calendar of events/appointments, and providing any backup information or paperwork necessary for Director to prepare for meetings/appointments.
Performs the work associated with the administration of City’s Drug and Alcohol Program.
May assist in coordinating and processing the paperwork for new and departing employees, including seasonal employees.
May assist in the overall maintenance of the Department’s files.
May assist in completion and filing of the Annual Civil Service Report and other reports as required. May assist in the initiation and completion of the hiring process for Police and Fire Department along with retirements, resignations and terminations through the Human Resources Division/Civil Service.
May assist in the maintenance of the Civil Service Labor Service List as it pertains to hiring perspective candidates. May be assigned any other duties as related to assist department function.
May assist in maintenance of the Department’s website. May also assist in coordinating other department’s information as it relates to personnel matters.
Such other related duties as required.
Other Additional Requirements and Responsibilities:
The nature of work assures that errors are usually detected in succeeding operations. Consequences of errors, missed deadlines or poor judgment may include time loss caused by back checking by others and slowdowns in the processing of the work.
Skills and Qualifications:
Knowledge of general business practices, including basic municipal and/or business accounting and personnel management.
Excellent organizational, typing and data processing skills, proficient in the use of personal computers and office software including word processing, database, internet and spreadsheet applications. Working knowledge of office software and machines. Must have a firm understanding of math and technology as well as knowledge of accounting techniques.
The work involves numerous standardized practices, procedures, or general instructions that govern the work and in some cases may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline.
Ability to communicate effectively both orally and in writing; strong communication skills in relaying important information and ability to deal appropriately with other employees, department heads and City officials. Ability to maintain confidential information.
Ability to understand and follow directions and take the initiative in completing assignments. Ability to complete work under pressure while maintaining a high degree of accuracy in accordance with work deadlines.
The work consists of the practical application of a variety of concepts, practices and specialized techniques relating to a professional or technical field. Assignments typically involve evaluation and interpretation of factors, conditions or unusual circumstances; inspecting, testing or evaluating compliance with established standards or criteria; gathering, analyzing and evaluating facts.
Ability to proofread work. Ability to learn and efficiently utilize specific software for department use. Performs preparation of forms, correspondence and other documents.
Ability to establish and maintain effectively working relationships and work cooperatively with coworkers, City officials, other City employees and the public. Ability to communicate effectively with the public in a courteous and professional manner.
Ability to follow departmental rules, regulations, policies and practices in all aspects of job.
Such other related duties as required.
Physical, Motor, and Visual Skills
Physical Skills
This position involves sedentary and light work but with regular lifting of up to 10 pounds and occasional lifting of as much as 30 pounds.
Motor Skills
Position involves some standing at counter, ability to travel from one place to another within office and throughout building. Ability to reach above head and to pull. Ability to bend and squat to reach files.
Visual Skills
Visual demands require routinely reading documents for general understanding and analytical purposes.
Qualifications
Associates Degree in Business preferred.
Miscellaneous Information
The City of Westfield is an Affirmative Action/Equal Opportunity employer. (M/F/H/).
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