Human Resources Administrative Specialist

Hiring Range: $51,293 - $65,399

   Salary Range: $51,293 - $79,504

   Experienced candidates who are selected will be offered a salary commensurate with experience within the hiring range.

POSITION SUMMARY

Performs a variety of responsible entry-level clerical, administrative, and program support duties for the Human Resources Department. Work is performed under regular supervision of the Human Resources Coordinator and is evaluated through observation and the quality and effectiveness of work completed.

ESSENTIAL FUNCTIONS

(The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.)

• Assists the Human Resources department with administrative functions and program management.
• Maintains completed I-9 forms in accordance with retention requirements; conducts periodic I-9 audits to ensure compliance with federal regulations.
• Assists with HR related payroll updates and maintenance.
• Tracks and maintains employee leave usage records.
• Administers employee enrollment in the Town’s annual Shared Sick Leave Program.
• Processes employment verification requests from lenders, agencies, and other third parties.
• Responds to public records requests in compliance with applicable laws and policies.
• Completes and submits salary survey requests, ensuring accurate and timely data reporting.
• Creates New Hire Badges.
• Conducts reference checks for prospective new hires.
• Administers the tuition reimbursement program.
• Provides dental program oversight, including eligibility verification, billing reconciliation, etc.
• Assists with the employee recognition program management.
• Tracks HR department budget expenditures related to programs and services; reconciles HR-related invoices and purchases.
• Enters information into databases, spreadsheets, or other electronic formats.
• Maintains accurate and up-to-date human resource files in HRIS and physical format, records, and documentation.
• Compiles a wide variety of information into records, reports, or forms for reporting of departmental and program activity.
• Maintains the integrity and confidentiality of human resource files, records, and sensitive information.
• Assists in special HR projects, as assigned.
• Performs related duties as required.

KNOWLEDGE, SKILLS, AND ABILITIES

(The knowledge, skills, and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

• Working knowledge of modern office practices, procedures, and equipment.
• Working knowledge of Business English grammar, spelling, and vocabulary.
• Working knowledge of Microsoft Office, including but not limited to Word, Excel, Outlook, and PowerPoint, and any software necessary to perform the duties of the position.
• Excellent organizational skills and attention to detail.
• Skill in customer service excellence.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations and information with tact, professionalism, and diplomacy.
• Ability to establish and maintain effective working relationships with the general public and all levels of staff.
• Ability to communicate effectively both orally and in writing.
• Ability to be tactful, professional, and courteous.
• Ability to follow oral and written instructions and procedures.
• Ability to organize and apply filing and coding systems and to arrange and place records, reports, and files into a proper sequence.
• Ability to compile data and information for reports or internal working data and statistics.
• Ability to gather, correlate, and analyze facts.
• Ability to prepare clear, concise, and comprehensive reports and memos.
• Ability to follow established work priorities and meet established deadlines.
• Ability to organize work for efficient processing.
• Ability to proof own records and data.
• Ability to work on multiple projects in a fast-paced environment simultaneously while also ensuring effective and efficient use of time.

PHYSICAL REQUIREMENTS

• Must be able to physically perform the basic life operational functions of stooping, reaching, standing, fingering, grasping, talking, hearing, and repetitive motions.
• Must be able to perform sedentary work, exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Must possess the visual acuity to work with data and information, perform clerical and administrative tasks, and operate a computer terminal.

WORKING ENVIRONMENT

This position is primarily based in an office environment. Employees will work in a setting that includes standard office equipment such as computers, telephones, printers, and other office technology. The workspace is typically climate-controlled, but employees may encounter fluctuations in temperature depending on building conditions. Employees are expected to maintain a clean, organized, and safe work area, adhering to health and safety guidelines, including but not limited to ergonomics, emergency procedures, and general workplace conduct, to prevent accidents or injuries. While most tasks involve sedentary work, there may be occasional requirements for standing, walking, or lifting light materials. This position is subject to all State and Federal OSHA regulations, including but not limited to the following: bloodborne pathogens, hazard communication/GHS, personal protective equipment, slips, trips, falls, etc.

EDUCATION AND EXPERIENCE REQUIREMENTS

• High school diploma, GED, or high school equivalency from an accredited educational institute.
• At least one (1) year of Human Resources or related experience required.

CONDITIONS OF EMPLOYMENT

The Town of Matthews requires background checks to be conducted on the final candidate(s) applying for any position with the Town of Matthews. For this position, final candidates must pass a background process to include, but are not limited to, work history verification, professional/personal reference checks, pre-employment drug screening, criminal background, and driving record checks. During the selection process, candidates may be asked to take a skills test and/or participate in other assessments.

SUPPLEMENTAL INFORMATION

All job requirements are subject to possible revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities.

The Town is an Equal Opportunity Employer. The Town of Matthews provides equal employment opportunities to all employees and job applicants and prohibits discrimination on the basis of race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristic protected by federal, state, or local laws in all terms and conditions of employment.

The Town of Matthews is an at-will employer.