Human Resources Assistant Jobs

Are you Richmond R.E.A.D.Y?
Respect. Equity. Accountability. Diversity…you!!!

Richmond, the capital city of Virginia, is located on the heart of the James River. Our unique corner of the commonwealth offers a special blend of diverse and equitable opportunities for residents and businesses. As a team member of the City of Richmond, you can enjoy access to services, support, and recreation, which make the city a world-class place to live, work, play, and raise a family. We invite you to explore our many vibrant communities and discover all that we have to offer…Are you Richmond Ready!

The Human Resources Department’s mission is to support our customers in accomplishing their missions by attracting and retaining a highly skilled and diversified workforce that is compensated and rewarded for its effort in an equitable, safe and responsible work environment.

Our mission is accomplished within existing resources, in an environment of change, with integrity, and in a manner that is consistent with the City’s policies, Code of Ethics, merit system principles, and federal and state laws. We are responsible for recruitment and testing, classification and compensation, training, benefits administration, and workforce relations.??

City of Richmond Core Values:
Community Centric Service; Unity; Respect; Innovative; Trust; Accountability.

The Human Resources Assistant is responsible for performing complex clerical and varied administrative duties within the Department of Human Resources, such as accurately taking and transcribing difficult and confidential dictation and/or meeting minutes; preparing documents without spelling, grammatical or typographical errors; maintaining a computerized log of contracts prior to obtaining signature(s): data entry; timekeeping functions; effectively composing correspondence; diplomatically and effectively communicating with the general public, private officials, City Council members, fellow employees and other City departments; and efficiently carrying out assigned duties with minimal supervision.

Supervision Exercised/Received:

• Received: This classification typically reports to a Director, Manager, Supervisor, Analyst, or Team Lead.
• Exercised: This classification typically does not supervise other employees.

Duties include but are not limited to

ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES/DUTIES:

• Receives and screens inquiries, and citizen complaints by telephone or in-person; provides information or refers to appropriate staff or department; and assists with logging, routing, and tracking concerns in tracking database
• Makes minor administrative decisions; and effectively prioritizes workload with minimal supervision
• Prepares correspondence for the Director of Human Resources and Human Resources leadership, as needed
• Schedules appointments and meetings, maintains calendar and arranges travel for Human Resources leadership
• Assists Human Resources leadership with requests during weekly team meetings
• Transcribes dictation of a highly technical and/or confidential nature
• Prepares presentation quality PowerPoint slides, working closely with Human Resources leadership on content
• Takes messages and re-directs to the appropriate individual to handle
• Prepares a variety of forms and reports including travel advances, travel reimbursements, and requisitions; and prepares and distributes monthly agenda briefs for regional meetings attended by Human Resources leadership.
• Purchases and inventories office supplies
• Sorts and distributes HR office mail
• Performs, tracks and/or proofs data entry and timekeeping functions
• Performs all additional related duties and responsibilities as required.
• Establishes and maintains cross-referenced files
• Leverages technology to increase productivity and efficiencies
• Signs correspondence, interoffice forms, requisitions and related documents on behalf of HR leadership, as appropriate

Individual assignments will be determined by the supervisor based on current workloads and department needs.

Note: The above description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department. The employee may perform other duties of a similar nature or level as required.

Qualifications, Special Certifications and Licenses

REQUIRED QUALIFIFCATIONS:

• Minimum High School Diploma or GED is required.
• An equivalent combination of training and experience (as approved by the department) may be used to meet the minimum years of experience qualifications of the classification.
• 3 years of related clerical or office support experience

REQUIRED KNOWLEDGE/SKILLS/ABILITIES:

• Working in a hybrid work environment
• Ability to take and transcribe accurate, (shorthand or recorder) difficult and confidential dictation at an efficient level.
• Ability to prepare routine statistical reports.
• Ability to work well under pressure, maintaining a pleasant and empathetic manner.
• Skill in operating standard office equipment
• Knowledge of office terminology, procedures, and equipment
• Ability to maintain effective working relationships with Council members, department directors, other employees and the general public.
• Knowledge of City codes, ordinances, policies and procedures
• City of Richmond community awareness and values
• Knowledge of departmental and municipal organization and administration
• Advanced Microsoft Office experience, including virtual team platforms for meetings, shared team documents, and instant messaging communications.
• Excellent communication skills (written and verbal)
• Efficient office management
• Ability to maintain confidentiality in all aspects of the job.

Knowledge (some combination of the following):

• Basic arithmetic calculations and mathematics
• Administrative and clerical procedures such as word processing, managing files and records, and designing forms.
• English language and grammar
• Experience with standard office equipment such as office machines, multi-line phone, computers, copier, fax, scanning machine, etc.
• Experience with software such as Microsoft Word, Excel, and Outlook
• Administrative and clerical procedures, and business principles

Skills (some combination of the following):

• Providing customer service
• Utilizing critical thinking and analytical skills to solve problems.
• Oral and written communication
• Entering data accurately
• Demonstrating excellent customer service
• Entering data into systems
• Maintaining confidentiality

Abilities (some combination of the following):

• Support a team/staff.
• Multi-task
• Work independently with little supervision.
• Work efficiently in a fast-paced environment.
• Follow established procedures.
• Prioritize multiple requests and responsibilities.
• Use sound judgment.
• Compose written, professional correspondence.
• Summarize notes and requests in a concise manner.
• Attention to detail.

Certifications/Licenses:

• May require a passing score on applicable software.

PREFERRED KNOWLEDGE/SKILLS/ABILITIES :

• A Notary Public designation may be required for some assignments.
• Experience preferred in Human Resources
• 5+ years of experience as an Office Associate, Administrative Assistant, Executive Assistant or related role
• Bachelor’s degree in Human Resources, Business Administration, Public Administration or related field.

Americans with Disabilities Act Requirements

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job. Prospective and current employees are invited to discuss accommodations.

ENVIRONMENTAL HAZARDS: Working conditions may include exposure to travel to other locations within the City of Richmond as well as outside of the City of Richmond; exposure to hazardous physical conditions such as mechanical parts, electrical currents, vibrations, etc.; atmospheric conditions such as fumes, odors, dusts, gases, and poor ventilation; inadequate lighting; intense noise; and environmental hazards such as disruptive people, imminent danger, and a threatening environment.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT: Due to the nature of work assignments, incumbents must be able to perform detailed work on multiple, concurrent tasks with frequent interruptions and under time constraint. The essential duties of this classification may require the ability to regularly finger, talk, hear, see, and perform repetitive motions; frequently walk; and occasionally stoop, reach, stand, push, pull, lift, grasp, and feel. The working conditions may contain environmental hazards. In terms of the physical strength to perform the essential duties, this classification is considered to be sedentary, exerting up to 10 pounds of force occasionally, and a negligible amount of force frequently or constantly to move objects.

With over 4,000 employees, the City of Richmond is an "Employer of Choice" among cities throughout the nation. The City strives to hire and retain employees who bring dedication and talent to the workforce. Offering a competitive, cost effective, and quality benefits package is one element of an "Employer of Choice".

The City offers a full range of benefit programs from initial hire through retirement. Please visit our Web site for details.