Performs a variety of administrative, secretarial, and clerical support duties for the Human Resources Department. Duties include providing general information to employees, applicants, and citizens; answering and directing phone and in-person inquiries; preparing various correspondence, forms, and other documents; processing incoming, outgoing, and interoffice mail; maintaining accurate databases, records, documents, and files. Performing related work as required.
MINIMUM QUALIFICATIONS: Associate degree in Human Resources preferred. Graduation from High School with considerable human resources related experience at a journey level; or an equivalent combination of education and experience.
Notary public license issued by the State of North Carolina.
HUMAN RESOURCES SPECIALIST
Performs a variety of administrative, secretarial, and clerical support duties for the Human Resources Department. Duties include providing general information to employees, applicants, and citizens; answering and directing phone and in-person inquiries; preparing various correspondence, forms, and other documents; processing incoming, outgoing, and interoffice mail; maintaining accurate databases, records, documents, and files. Performing related work as required. Work is performed under regular supervision.
Distinguishing Features of the Class
Employees in this class perform a variety of administrative, secretarial, and records keeping duties. Work generally requires that employees handle certain activities such as reception duties, records and information processing and referral, and a variety of other office assignment. Secretarial, clerical, and records keeping duties are considered at the journey level and require tact and discretion in handling public information matters in the program areas. Precedent setting situations are referred to higher level supervisors. Guides may include a variety of written manuals and instructions, as well as oral instructions. Sound judgment is required in performing the tasks. Work is performed under the general supervision of the Human Resources Director and is evaluated through observation, reports, discussions, and the quality and effectiveness of work completed.
Essential Duties and Illustrative Examples of Work
Assists with employment process by accepting, recording and referring applications; maintains applicant data base; prepares and sends correspondence related to recruitment and selection process.
Prepares new employee orientation packets; assists with processing on-boarding forms for new employees; conducts portions of orientation program.
Verifies employment eligibility of new employees utilizing federal E-verify electronic system; maintains I-9 documents; prepares and submits state-mandated new hire report.
Utilizes computerized programs, such as MUNIS, Word, Excel, and Access, to enter, store and/or retrieve information as necessary.
Prepares and/or processes personnel action forms; updates MUNIS payroll/personnel system.
Responds to routine requests from outside organizations for employment and wage verification.
Administers the Town’s COBRA and FMLA programs.
Assists with annual benefits re-enrollment process.
Monitors and maintains office supplies inventory and orders supplies as needed.
Receives and greets visitors; gives information concerning visitor needs; handles some requests independently.
Screens calls and inquiries; secures and gives information; handles public requests for services or information.
Secures information via telephone or personal contact; selects appropriate materials to answer questions.
Types correspondence, memoranda, notes, reports, forms, or other materials using automated word processing systems; reviews work for compliance with instructions, spelling, punctuation and basic grammar; proofreads final proof of materials.
Drafts letters, memoranda, reports and other materials using past precedents as guides.
Reviews and verifies records and reports for correct information; processes documents based on review and verification; files and retrieves materials based on limited information and performs periodic follow-up activities.
Requests information using standardized forms; compiles information requiring the selection of data from established records or reports.
Screens and routes materials according to content of communications; may do research or pull related materials from files.
Maintains activity records and files; initiates appropriate follow-up or further action based on the status of office activity.
Performs related duties as required.
Knowledge, Skills, and Abilities
Considerable knowledge of office practices and procedures.
Considerable knowledge and ability to use correct grammar, vocabulary, and spelling.
Working knowledge of arithmetic and its uses in general office work.
Ability to communicate effectively in person and by telephone.
Ability to gather and give basic information and instructions on departmental programs based on inquiries.
Ability to be tactful and courteous.
Ability to gather and compile materials from a variety of sources.
Ability to operate any office machines required by the position such as word processor, copier, fax, calculator, or other equipment.
Ability to enter data, key, or type at the speed required by the department.
Ability to use judgment in organizing and establishing formats.
Ability to compile information based on general instructions.
Ability to arrange and place records, reports and files into a proper sequence.
Ability to establish and maintain effective working relationships with the general public, supervisors, and employees.
Must be able to physically perform the basic life operational support functions of standing, walking, fingering, talking, hearing, and repetitive motions.
Must be able to perform sedentary work exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
Must possess the visual acuity to compile and compute data and statistics; operate a computer terminal, proof read materials, and do extensive reading.
Desirable Education and Experience
Associate degree in Human Resources preferred. Graduation from High School with considerable human resources related experience at a journey level; or an equivalent
Fair Labor Standards Act (FLSA) Status