Executive Administrative Assistant/Human Resources

$55,500 - $67,980/Yr

City Of New Haven - New Haven, CT

Full-time - Mid Level

New Haven, CT

Waste Management and Remediation Services

About the position

Come work with us at the City of New Haven! This is a professional, skilled administrative position involving a wide variety of tasks performed with minimal supervision to support the operations of the HR department. In this fast-paced role, you will serve as administrative support to the Manager of Human Resources and Benefits. This role requires complete discretion with a service-oriented approach. The position entails administrative tasks requiring independent action and judgment, and it demands a knowledge of departmental practices and procedures, experience with H.R.I.S and/or other enterprise-level software, as well as great communication and people skills and a deep ability for multitasking. The Executive Administrative Assistant will help facilitate all human resources programs and functions throughout the organization. This includes maintaining H.R. data input in the Payroll system for all new hires, terminations, and promotions. The role also involves coordinating and directly supervising the work of other clerical staff members, ensuring that sufficient, precise, and timely information is well distributed. You will prepare documents pertinent to new and separating employees and support the maintenance of their files from hire date through separation of employment. Additionally, you will manage office expenditures, supply ordering, and prepare proposal requests as needed. In this position, you will identify and implement new methods of office procedures to improve workflow within the department. You will prepare biennial federal EEO4 reports, annual U.S. census reports, and other reporting as required. Performing analysis and research across multiple data platforms will also be part of your responsibilities. You will maintain the Human Resources page on the City website and Sharepoint, take responsibility for all records and documents issued or received by the department, prepare reports and correspondence, and maintain the daily organizational needs of the department head. Furthermore, you will develop reporting systems and prepare and submit weekly payroll reports, along with performing other work as required.

Responsibilities

• Facilitate all human resources programs and functions throughout the organization.
• Maintain H.R. data input in the Payroll system for all new hires, terminations, and promotions.
• Coordinate and directly supervise the work of other clerical staff members.
• Ensure sufficient, precise, and timely information is well distributed.
• Prepare documents pertinent to new and separating employees and support the maintenance of their files from hire date through separation of employment.
• Manage office expenditures, supply ordering, and prepare proposal requests as needed.
• Identify and implement new methods of office procedures to improve workflow within the department.
• Prepare biennial federal EEO4 reports, annual U.S. census reports, and other reporting as required.
• Perform analysis and research across multiple data platforms.
• Maintain Human Resources page on City website and Sharepoint.
• Take responsibility for all records and documents issued or received by the department.
• Prepare reports and correspondence.
• Maintain daily organizational needs of the department head.
• Develop reporting systems.
• Prepare and submit weekly payroll reports.
• Perform other work as required.

Requirements

• Graduation from an accredited college, junior college, or business academy with course work in business and public administration.
• 3 to 5 years' experience in office management, including 1 to 3 years supervisory responsibilities.
• Prior Human Resources experience is preferred.
• Hands-on HRIS experience is ideal.
• Considerable knowledge in the use of Microsoft Word, Microsoft Excel, Microsoft Outlook, and PowerPoint.
• Considerable knowledge of administrative practices and office practices and methods.

Nice-to-haves

• Ability to learn and implement new software as needed.
• Ability to practice customer service techniques and professional telephone etiquette.
• Ability to develop a knowledge of departmental rules, regulations, procedures, and functions.
• Ability to work independently, confidentially, and with discretion.
• Ability to plan and coordinate assignments.
• Ability to establish and maintain effective working relationships.

Benefits

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance