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Job Summary
General statement of duties
This job is in the Office of Human Resources.
Under direct supervision, performs entry level paraprofessional human resources work, assisting with communicating standard Human Resource information and answering questions with regard to routine records and policies; and performs related work as required. Work involves providing administrative support for HR personnel action requests related to recruiting, staffing, compensation, classification, performance management, employee relations and labor relations, employee development/training, employee benefits and retirement administration, employee assistance, and other human resources matters. |
Essential Job Functions
Distinguishing features of the class
This is responsible clerical work involving performance of a number of varied tasks in Human Resources requiring the ability to take and transcribe dictation. The work requires the exercise of judgment in the application of prescribed procedures and methods to routine matters. Employees in this class may work under close supervision depending upon the nature of the assignment. The work is checked by another step in clerical process or by an immediate supervisor. Immediate supervision may occasionally be exercised over the work of a small number of subordinate clerks. Positions in this class are found where the current assignment of responsibility does not warrant an Office Associate IV.
Examples of work (illustrative only)
· Takes dictation of letters, memoranda, articles, reports and addresses, using computer for word processing;
· Types accounting and statistical tables, letters, notice, reports and miscellaneous material, using computer;
· Reads and routes incoming mail assembles files and other materials to facilitate reply by a superior;
· Maintains cross-references of office files and a variety of other records;
· Prepares and types requisitions for the purchase of supplies and equipment;
· Sorts, indexes and files material alphabetically, numerically and geographically;
· Serves as a receptionist and answers telephone and gives general information in response to public inquiries
· Performs a wide variety of secretarial, typing and related tasks;
· Keeps records and makes reports;
· Maintains petty cash and other records;
· Inputs and retrieves computer data;
· Monitors Human Resources incoming calls for service;
· Maintains employee attendance records.
Qualifications
Required knowledge, skills and abilities
Some knowledge of office terminology, procedures and equipment and of business arithmetic and English; some knowledge of elementary bookkeeping; ability to take and transcribe dictation at an average rate of speed and accuracy; ability to maintain complex clerical records and prepare reports from such records; ability to make minor decisions in accordance with laws, ordinances, regulations and established policies; ability to make relatively complex mathematical computations rapidly and accurately; ability to get along well with others; clerical aptitude; good judgment; tact and courtesy.
Acceptable experience and training
Some experience in clerical work at the level of Office Associate II and completion of standard high school course, including or supplemented by a course in shorthand, machine dictation, with completion of business school or some college courses desirable; some word processing experience is desirable; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.
Employment Conditions
Physical ability: to sit continuously at a computer terminal or receptionist station for extended periods; ability to operate standard office equipment including copier, computer, fax machine, mailing machine, etc.; ability to reach into file drawers in standard four drawer filing cabinets.
Visual ability: sufficient to effectively operate office equipment including copier, computer, etc.; to read and write reports, correspondence, instructions, etc.;
Hearing ability: sufficient to hold conversation with other individuals both in person and over a telephone; ability to hear recording on transcription device.
Speaking ability: sufficient to communicate effectively with other individuals in person and over a telephone.
Freedom from mental disorders which would interfere with performance of duties as described.
department
Human Resource Administration
About City of Annapolis