TO: All Interested Persons
FROM: Human Resources Department/City of Fairbanks
POSITION: Administrative Assistant, HR and Mayor’s Office
CLASSIFICATION NO.: 1114-10-16 PAY SCALE: Scale
DEPARTMENT: Mayor’s Office
DEFINITION: To provide administrative support functions for a variety of City departments, including but not limited to the Mayor’s Office and Human Resources and will occasionally also provide support, information and assistance to other departments and the public.
SUPERVISION RECEIVED: Directly supervised by the Human Resources Director; will receive general direction and support from the Mayor and Chief of Staff.
Provides complex technical administrative support to the Human Resources Department and the Mayor’s Office on a wide variety of projects within the organization.
Performs essential administrative functions in the Human Resources Department, to include assisting department managers with staff recruitment; maintenance of personnel files; data entry into the City’s human resources information systems; on-boarding new staff; posting new employee announcements on City web sites and social media sites; collecting human resources related data and compiling reports; conducting exit interviews with terminating employees; and performing other human resources related duties as assigned.
Receives reports of injury from supervisors via documents, telephone reports and personal contacts. Prepares injury and accident reports for transmittal to the City risk manager, as required.
Collects, compiles and analyzes information from various sources on a variety of specialized topics related to assigned projects; prepares a variety of reports including statistical and narrative reports; makes recommendations on policies and procedures.
Prepares a variety of correspondence to include documents and forms for assigned projects to include requests for proposals and meeting agendas and reports.
Processes invoices for payment from the Mayor’s Office and Human Resources Department.
Will serve as the Patrick B. Cole City Hall travel administrator and will be the City Easybiz account administrator. Will make all travel arrangement for Mayor’s group. Will review all Travel Request forms for accuracy before submitting to Mayor for signature.
Organizes special events for the Mayor’s office or other official City functions.
Receives and responds to complaints and questions from the general public relating to assigned area of responsibility; reviews problems and recommends corrective actions; prepares summary reports as required.
Ability to provide general administrative support to City departments, to include tasks such as mail processing, social media and website updates, preparation of general correspondence, proclamations, noise variances and calendar appointments.
Will backfill the Mayor’s executive assistant to answer calls and interface with the public when he/she is away from the office.
Performs related duties and responsibilities as assigned.
The preceding examples are representative of assignments performed by this class and are not intended to be inclusive.
KNOWLEDGE, SKILLS AND ABILITIES: The candidate selected for employment must satisfactorily demonstrate possession of these factors during a prescribed probationary period for continued employment.
DEMONSTRATE: Knowledge of modern secretarial and general office procedures including record keeping, English composition, spelling, grammar, and proper sentence structure.
Knowledge of the operation of office equipment and the word processor.
Knowledge of computer operations and programs.
Knowledge of basic human resources functions, the Fair Labor Standards Act, and the Family and Medical Leave Act.
Ability to work independently, conduct research, gather and analyze information, set priorities, and meet deadlines with a minimum of supervision.
Ability to take and coordinate direction from multiple administrators on assigned special projects.
Ability to make minor decisions in accordance with regulations and to apply these to work problems.
Ability to enter/receive data information.
Ability to express ideas clearly and concisely, both orally and in writing.
Ability to maintain a high degree of confidentiality of information and work effectively in a high production environment with numerous moderate to complex tasks.
Ability to maintain good interdepartmental and public relations through good judgment and tact.
Ability to perform word processing duties, operate ten key calculator, take minutes, transcription, and all stenographic work in a rapid and accurate manner.
MINIMUM REQUIREMENTS: Persons applying for this position should have the following experience and/or training:
Graduation from an accredited high school or equivalent.
Five (5) years experience in administrative office management and general secretarial work, of which three years consisted of extensive work with automated preparation of complex documents, publications and spreadsheets. A two-year degree in appropriate field may be substituted for two years of the required experience. Professional in Human Resources (PHR) certification is desirable.
Demonstrated proficiency in personal computer applications appropriate in an administrative, secretarial and clerical support environment, including work in word processing, desktop publishing, graphics presentations macros, and spreadsheet functions.
A minimum typing speed of 40 words per minute with a maximum of 5 errors. Applicants may be required to take a typing test from a reliable agency and have the results attached at the time the application is submitted.
Experience in the operation of office equipment required for the position, including word processor, calculator, fax and advanced photocopier. Prefer experience and background in MS Office Suite (Word, Excel, Power Point, etc.) or compatible suite.
Ability to provide proficient informal first-line software applications training and troubleshooting and a demonstrated potential to become a proficient classroom trainer and provide formal technical support to others for a variety of computer software applications, including the efficient and effective use of word processing, spreadsheet, presentation, timeline, Power Point and desktop publishing applications.
Must possess excellent communication skills with the ability to compose and draft complex correspondence. Pleasant phone voice and appropriate phone etiquette are required.
Excellent customer service skills with the ability to work in a team environment required.
Reading and writing proficiency commensurate with job requirements.
Must have demonstrated punctuality and attendance.
Must be able to pass a criminal background check.
Must be able to function independently with minimal direction and perform work in an organized and professional manner under stressful situations and pressures of short deadlines.
Ability to maintain effective working relationships with other employees.
A PROFICIENCY TEST MAY BE ADMINISTERED TO ALL QUALIFIED APPLICANTS AT TIME OF INTERVIEW.
Individuals interested in applying for this position should contact the City of Fairbanks, Human Resource Office, 800 Cushman Street, Fairbanks, Alaska 99701, phone 459-6780, email firstname.lastname@example.org.
The City of Fairbanks is an Equal Opportunity Employer.