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Administrative Assistant - Human Resources

  • Job
    Full-time
    Junior Level
  • Customer Relations
    People, HR & Administration
  • Boston

AI generated summary

  • You need 2+ years in HR or admin, a preferred bachelor's degree, knowledge of MS Office and PeopleSoft, strong interpersonal skills, and the ability to handle confidential info. Boston residency is required.
  • You will manage personnel files, assist with hiring processes, prepare documentation, ensure compliance, support HR inquiries, and perform clerical tasks while providing customer service to employees.

Requirements

  • At least two (2) years of full-time, or equivalent part-time, experience in human resources, office administration, office management, business administration, or business management.
  • A bachelor's degree in business administration or a related field is preferred and may be substituted for the required experience.
  • Working knowledge of software such as Microsoft Office (Word, Excel, and PowerPoint).
  • Demonstrated proficiency in PeopleSoft strongly preferred.
  • Knowledge of the City's human resources policies and procedures and Civil Service rules is strongly preferred.
  • Strong interpersonal skills, including strong customer service and oral and written communication skills.
  • Must be highly organized, with a strong attention to detail and the ability to multitask, establish priorities, and meet deadlines.
  • Ability to maintain records and files, process personnel transactions, and work with confidential and sensitive information according to departmental procedures.
  • Ability to exercise good judgment and focus on detail as required by the job.
  • BOSTON RESIDENCY REQUIRED

Responsibilities

  • Maintains confidential personnel files and performs personnel transactions, including hires, promotions, transfers, suspensions, and terminations; responsible for the timely and accurate submissions in PeopleSoft/HRIS.
  • Assists in the processing of hiring new firefighter recruits, including but not limited to handling correspondence regarding the civil service process and all phases of the hiring process.
  • Prepares offer letters and new employee folders and maintains accurate records; completes and verifies I-9 documentation and maintains I-9 files; assists with new employee orientations and benefits administration.
  • Monitors departmental compliance with annual residency and policy compliance; prepares reports as requested.
  • Prepares civilian job postings and assists with the recruitment and interview process.
  • Schedules meetings and interviews as requested; tracks status of candidates in HRIS and responds with follow-up letters at the end of the recruiting process.
  • Assists employees with basic information on HR policies and procedures, including but not limited to attendance/medical leave, FMLA, workers compensation, hiring procedures, etc.
  • Responds to reference checks and verifications of employment status.
  • Provides customer service functions by answering employee requests and questions, answering telephones, taking phone messages, and responding to email correspondence.
  • Assists with coverage of the department switchboard by directing calls to the appropriate individuals or agencies.
  • Makes photocopies; mails, scans, and emails documents; files documents into appropriate employee files and performs other clerical functions; assists or prepares correspondence as requested.
  • Performs special projects as assigned.
  • Performs related work as required.

FAQs

What are the primary responsibilities of the Administrative Assistant in Human Resources?

The primary responsibilities include maintaining confidential personnel files, processing human resources transactions, assisting in the hiring process of firefighter recruits, preparing offer letters, tracking compliance, and providing general administrative support to the Human Resources Division.

Is a bachelor's degree required for this position?

A bachelor's degree in business administration or a related field is preferred but may be substituted for the required experience of at least two years in a related field.

What software skills are necessary for this job?

A working knowledge of Microsoft Office (Word, Excel, and PowerPoint) is required, with demonstrated proficiency in PeopleSoft strongly preferred.

Are there specific interpersonal skills required for this position?

Yes, strong interpersonal skills are required, including excellent customer service, oral and written communication skills, as well as the ability to maintain confidentiality.

What is the weekly working hours for the Administrative Assistant position?

The position requires 35 hours of work per week.

Is residency in Boston a requirement for this position?

Yes, Boston residency is required for the Administrative Assistant - Human Resources position.

What type of projects might the Administrative Assistant be asked to assist with?

The Administrative Assistant may assist with special projects as assigned, which could include various administrative tasks related to human resources operations.

What types of transactions will the Administrative Assistant handle?

The Administrative Assistant will handle personnel transactions including hires, promotions, transfers, suspensions, and terminations, ensuring timely and accurate submissions in the HRIS.

What customer service functions will the Administrative Assistant perform?

The Administrative Assistant will respond to employee requests and questions, answer telephones, take phone messages, and manage email correspondence.

How important is attention to detail in this role?

Attention to detail is extremely important, as the role involves processing confidential personnel transactions and maintaining accurate records.

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Public service is a noble calling: to help others, to make our communities stronger, and to uphold the public trust. As city employees, we see the results of our hard work in our own community— in street and infrastructure improvements, new buildings rising from the ground, safer and more prosperous neighborhoods, and happier, healthier children, families, and senior citizens. We may all come from different backgrounds, but we are connected through our passion for service. What we do at work today, and everyday, shapes the Boston of tomorrow. Join us! ​​​​ The City of Boston is proud to be an Equal Opportunity Employer. We are committed to creating a diverse and inclusive environment. Therefore, qualified applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical or mental disability genetic information, marital status, sexual orientation, gender identity, gender expression, military and veteran status, or other protected category.