HR Assistant

Job Summary

Under general supervision this position is responsible for the daily front desk duties to include monitoring emails for incoming applications and following up as necessary, logging and distributing incoming applications, scheduling testing and interviews, answering a multi-line telephone, greeting individuals with courtesy and assisting them with their need or directing them to proper channels for assistance, preparation of letters and other correspondence and other similar clerical duties. This position also oversees the proper retention/destruction for various HR records according to established retention requirements.

Essential Job Duties & Responsibilities

The following duties are normal for this position. The omission of specific statement of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned and expected aside from those set forth below to address operational needs and changing operational practices.

• Answering multi-line telephones and directing calls or taking messages
• Assisting applicants with job information
• Assisting employees with request for information/necessary paperwork
• Filing various personnel information
• Preparing various correspondence including letters and memos
• Distributing incoming mail and interoffice mail
• Scheduling testing, interviews and other meetings as directed
• Monitoring HR main email for applications and follow up as necessary
• Maintaining and purging personnel records in accordance with the Alabama Records Disposition Scheduled for Municipalities
• Construct personnel files for new hires and consolidate personnel files for separated employees
• Assisting other HR staff when needed
• Monitor office supply inventory and advise on replenishment ordering
• Maintaining work area in a neat and orderly manner

Qualifications

Education & Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required for this position would be:

Education/Training
High School Diploma or GED

Experience
Previous front desk experience preferred

Licenses or Certifications Required
N/A

The following generally describes the knowledge and abilities required in order to successfully perform the assigned duties of the position:

Knowledge of:

• The use, operation and capabilities of office equipment
• Various software including Word, Excel and Outlook
• Federal and State employment laws

Ability to:

• Create and maintain documents or data using word processing and spreadsheet software
• Effectively communicate both verbally and in written form to a variety of audiences
• Perform moderately complex financial calculations
• Handle sensitive or confidential information discreetly
• Work under general supervision where standard practice enables duties to be performed alone referring questionable cases to supervisor
• Work non-duty hours including holidays and weekends when necessary
• Work in constant state of alertness and in a safe manner

Physical Demands & Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the Americans with Disabilities Act, the city encourages both prospective and current employees to discuss potential accommodations needed to perform the essential duties of this position.

Environment: Primarily Indoors

Physical Demands: See accompanying page for details

Key Working Relationship: HR Department employees, City employees, Applicants

Applications for this position will be accepted until a pool of 20 applications is received or the position is filled, whichever comes first. Current city employees wishing to apply should send Internal Job Application provided by the Human Resources Department to the HR Director by the deadline stated. (A courtesy copy will be sent to the employee’s department head.)

Applications can be found online (download an application) or picked up at the City of Phenix City Human Resources Department:
1200 8th Avenue
Phenix City, AL 36867
Ph: 334 448-2706

Applications are available for pick up and drop Monday – Friday: 8 a.m. – 5 p.m. ET. You may also email your completed application with the required supporting documents.