Administrative Assistant III - HR

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Administrative Assistant III - HR

Salary

$19.29 - $22.90 Hourly

Location

Boise City Hall, ID

Job Type

Full Time Regular

Job Number

23 -07050

Department

Human Resources

Opening Date

02/18/2025

Closing Date

3/3/2025 12:00 PM Mountain

• Description

• Benefits

• Questions

Summary Statement

Administrative Assistant III - HR delivers excellent customer service solutions to employees and the public and provides advanced clerical and administrative support for the Human Resources Department. Explains processes, procedures and practices to both current and prospective employees. Independently and routinely performs administrative duties directly related to major departmental functions. This position works under general supervision.

Essential Functions

• Handles complex issues and problems and refers only the most complex issues to higher-level staff. Is capable of performing all duties of an Administrative Assistant I and II.

• Acts as the first point of contact for external and internal visitors to the department, including greeting them, determining what assistance is needed and directing them to the appropriate resource. Answers telephone calls and responds to questions of both a non-routine and routine nature regarding city services, governing regulations and procedures or directs calls to the appropriate personnel or department. Monitors, responds and routes requests received in multiple email inboxes. Collects background information, researches issues and responds to employee and citizen questions by phone or written document. Routinely handles information of a sensitive or confidential nature. Responds to requests for verification of employment, requests earnings data from payroll and provides results to the lender. Provides reception coverage for other departments as needed.

• Provides general administrative support to department staff for consistent office operations. Serves as a central information point within the department to promote and maintain effective communications. Administers a citywide service award program. Oversees the administration of the citywide DOT and non-DOT drug and alcohol testing program, solving issues and problems relating to the program. Coordinates the routing, processing, response and timelines for public records requests and citizen inquiries, ensuring legal deadlines are met. Completes or routes unemployment claims using the state labor database portal. Assists members of the department with special projects, such as creating and filing employee letters and assisting with administering new department programs.

• Schedules meetings, reserves rooms, sends invitations on behalf of organizers and distributes documents to participants. Updates shared department documents. Registers team members for conferences and seminars. Assists with data compilation and ad hoc reports. Assists with office technology and equipment. Conducts research, compiles data and prepares correspondence, special reports and other materials as assigned. Acts as a backup when other administrative team members are out of the office, ensuring programs and systems are maintained.

• Orders office supplies and forms. Sorts and distributes incoming mail. Establishes and maintains paper and electronic filing systems for records, correspondence and other documents. Prepares, scans, indexes and retrieves personnel and recruitment documents for the city's electronic record keeping system. Maintains and audits I-9 files for compliance, retention and destruction. Evaluates, monitors and reviews internal operations and procedures to identify potential improvements in overall efficiency.

• Performs other duties as assigned. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time.

Requirements

Required Knowledge, Experience, And Training

• High school diploma or equivalent and 4 years of experience in a public service reception and clerical support position representing a program with governing guidelines, providing front-line customer service combined with clerical responsibility for processes and systems.

  Knowledge of:

• office administration practices and procedures

• principles and practices of business communication, including correct spelling, grammar and punctuation

• computer usage including related software

• local, state and federal regulations, such as those related to public records requests

• office equipment such as fax machines, copiers, scanners and telephone systems.

  Ability to:

• demonstrate exceptional customer service techniques at all times that convey respect, assistance, honesty and resourcefulness

• handle customer requests in a friendly and caring manner

• interpret and explain governing regulations, policies, processes and procedures clearly and effectively

• research areas of responsibility and make procedural recommendations

• work effectively with frequent interruptions; accomplish tasks through exceptional organizational and prioritization skills with an emphasis on detail and accuracy

• consolidate information from various sources into a prescribed format

• navigate websites and mainstream job boards and enter data quickly and accurately

• use alphabetical, numerical and subject filing systems

• accurately classify, file and retrieve materials; perform mathematical calculations at a level necessary for effective job performance

• communicate effectively in the English language at a level necessary for efficient job performance

• and perform all essential functions as assigned by an authorized employee, supervisor and/or manager with or without reasonable accommodation.

  Preferred Knowledge, Experience, And Training

• 6 years of experience in human resources, public administration or related field in a similar environment, including experience with applicant tracking and human resource information systems.

  Licensing And Other Requirements

  Valid state-issued driver's license.

  Special Requirements

Applicants must be able to pass:

City of Boise background check processes which includes a criminal history check and reference checks in accordance with the City of Boise Hiring Process Regulation

Criminal Justice Information System background check (CJIS)

Driving Record Check

Working Conditions

The physical effort characteristics and working environment described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Efforts

While performing the duties of this job the employee is occasionally lifting/carrying up to 20 pounds. Also, the employee is occasionally pushing/pulling up to 20 pounds. The noise level is rarely moderate. Work includes sensory ability to talk and hear. Work in this position also includes close vision, peripheral vision and depth perception. Employees will sit, stand, walk, stoop, kneel, crouch, crawl, reach and grasp. Position requires hand/finger dexterity.

Working Environment

The work environment will include inside conditions.

Top talent deserves top-notch benefits. The City is among the best in the Treasure Valley when it comes to the benefits and perks we offer our employees.

Most positions are eligible for the general benefits listed here; firefighters, police officers, senior managers, command staff, and directors may be offered other benefit plans.

Healthcare:

• ZERO premium medical coverage option for you and your family

• Low-cost dental and vision options.

• Post-employment health savings account.

Retirement and Investment Plans:

• PERSI retirement benefits

• 401(k) or 457b pre-tax investment options with employer match.

• 457b Roth after-tax investment options with no match

WellBeing Program:

• Up to $500 cash per year for participants.

• Alternative transportation incentives.

Paid Leave – City employees receive generous paid leave:

• 10 hours of vacation per month, and this increases the longer you stay with the City

• 12 paid holidays every year

• 8 hours of sick leave per month

• 10 weeks Parental Leave

Life & Long Term Disability:

• Basic Life insurance at no cost to you

• Long Term Disability insurance at no cost to you

Other optional benefits:

• Pre-tax Flexible Spending Accounts

• Supplemental Life Insurance

• Supplemental Disability Insurance

• Tuition reimbursement

• Free local bus pass

• Corporate discount programs

• AFLAC

• Employee Assistance Program for short-term counseling on work, family, finances, and personal issues.

Please visit our website for further details mybenefits.cityofboise.org