Administrative Skills, Analysis Skills, Billing, Calculators, Catering Services, Communication Skills, Copying Machines, Customer Support/Service, Data Quality, Detail Oriented, Driver's License, Employee Relations, Establish Priorities, Fax Machines, File Maintenance, Human Resources, Inventory Management, Legal, Local Government, Mail Processing, Microsoft Office, Office Suites, Order Processing, Organizational Skills, PC (Personal Computer) Systems, Presentation/Verbal Skills, Printers, Procurement Management, Project/Program Coordination, Public Administration, Purchase Orders, Purchasing/Procurement, Record Keeping, Records Management, Team Player, Time Management
Human Resources Administrative Assistant
The Town of Knightdale is seeking a highly organized, service-oriented professional to join our Human Resources team as our Human Resources Administrative Assistant. This position serves as a key administrative resource for the department, providing exceptional customer service while supporting employee recognition programs, office operations, purchasing, records management, and other Human Resources functions. We are looking for someone who is proactive, detail-oriented, exercises sound judgment, and takes pride in creating a welcoming, organized, and efficient environment. Our Human Resources team is collaborative, supportive, and enjoys working together to provide exceptional service. If you are looking for an opportunity to make a meaningful impact while supporting the employees who serve our community, we encourage you to read the detailed job description below and apply.
Under general supervision, performs a variety of clerical, administrative, and customer service functions in support of the Human Resources Department. Serves as a primary point of contact for visitors while providing administrative support related to personnel records, employee programs, and departmental operations. Work in this position requires a high degree of professionalism and confidentiality.
Primary tasks include:
- Serving as the first point of contact for the Human Resources Department by professionally greeting visitors and responding to phone, email, and walk-in inquiries, providing information and directing individuals to appropriate resources or staff.
- Providing administrative and clerical support to the Human Resources Department, including, but not limited to, filing, photocopying, faxing, scanning, creating documents, maintaining files, generating correspondence, and scheduling.
- Opening and closing the Human Resources office suite.
- Receiving, screening, and distributing incoming mail and packages, and preparing outgoing mail.
- Notarizing documents upon request.
- Assisting with maintaining confidential records.
- Assisting with requests for information and routine employment-related documentation.
- Maintaining secondary employment records and related documentation.
- Maintaining departmental forms, position manuals, and administrative records.
- Purging records in accordance with records retention requirements.
- Managing office supply inventory, breakroom supplies, and departmental materials, and coordinating purchases as needed.
- Entering purchase orders, submitting receipts, and assisting with procurement and invoice processing.
- Responsible for hospitality needs, including, but not limited to maintaining hospitality areas, preparing meeting spaces, and coordinating refreshments and catering as needed.
- Assisting with the planning and logistical support for employee events, retirement receptions, wellness activities, and other employee engagement initiatives.
- Coordinating employee recognition programs.
- Preparing birthday and employment anniversary recognitions.
- Coordinating employee holiday gifts.
- Ordering awards, flowers, and other recognition items.
- Maintaining Human Resources webpage content and assisting with ensuring information remains accurate and current.
- Updating labor law posters and required workplace notices as necessary.
- Performing other duties as required.
Equipment operated includes a computer with Microsoft Office suite, copy machine, label printer, calculator, and other assigned equipment. This position reports to the Assistant Human Resources Director. Working conditions include performing sedentary work occasionally exerting up to 10 pounds of force, and possessing the visual acuity to prepare and analyze figures, perform transcription, operate a personal computer, and perform extensive reading.
This position works 40 hours per week during the five-day work week between the hours of 8:00 AM and 5:00 PM and is not eligible for remote work. Overtime may be necessary to fulfill job duties. The stress level of the job is low.
Education: Graduation from an accredited high school or GED program is required. An associate degree in business, office administration, human resources, public administration, or a related field is preferred.
Experience: Administrative support or clerical experience involving public contact preferred, preferably in a human resources, municipal or professional office setting.
Knowledge, Skills, and Abilities:
- General knowledge of the organization and functions of local government, preferably in a human resources setting.
- Thorough knowledge of Microsoft Office.
- Ability to maintain confidentiality and exercise discretion when handling sensitive information.
- Ability to execute assigned tasks efficiently with strong attention to detail.
- Ability to establish and maintain effective office and administrative systems and processes.
- Ability to establish and maintain effective working relationships with employees, elected officials, department directors, vendors, and the public.
- Ability to communicate effectively both orally and in writing.
- Ability to prioritize multiple assignments and meet deadlines.
Special Requirements:
- Possession of a valid North Carolina driver's license.
- Notary Public designation preferred.
The Town of Knightdale is an equal opportunity employer.