CITY OF FLAGSTAFF

Flagstaff is the largest community in the high country and is the county seat for Coconino County, the largest county in the United States. A historic Route 66 town, Flagstaff is ideally located at the juncture of Interstate 17 and Interstate 40. Though still reflecting a small town atmosphere, it maintains a selective growth plan with new expansion programs underway.

The City of Flagstaff is Northern Arizona’s Employer of Choice! Our City government is devoted to enhancing the quality of life of our citizens and the experience of the many visitors who are attracted to Northern Arizona.

Administrative Specialist – Human Resources

$15.2820-$17.9516 per hour DOE

Up to 40 hours per week*; FLSA Non-Exempt; Tenure and Benefit Eligible

*Full-time position may be filled through a job share of multiple staff. Please specify total number of hours per week you are seeking in the Additional Information section on the application.

Monday-Friday; Hours: 8am-5pm

Position Opening Date: 03/03/17

Vacancy #: 011-17, Apply by 03/17/17

Team Flagstaff is seeking a highly customer service driven individual with an attention to detail and the ability to manage multiple priorities within a fast-paced administrative environment. This individual must have demonstrated work history in a Human Resources setting or closely related field.

Actively supports and upholds the City’s stated mission and values. The Administrative Support Series is a broad band series where incumbents are responsible for performing a wide variety of tasks. Duties range from the most routine and repetitive to the most complex of administrative support tasks requiring incumbents to take initiative, make judgment calls, and make decisions for the functions/processes for which they are accountable.

This is the second band in a two-level administrative support series. The Administrative Assistant is distinguished from the Administrative Specialist in that the Assistant is responsible for routine and defined tasks and basic knowledge of the work unit. The Administrative Specialist is responsible for a broader range of duties with more flexibility in making decisions and carrying out tasks (within prescribed procedures) for all functions within the work unit.

There are three zones within the broad band. The incumbent will have the opportunity to advance through the zones based on performance and value added to the organization.

This position is FLSA non-exempt.

EXAMPLES OF THE WORK PERFORMED:

· Open and closes Human Resources office on time according to scheduled business hours. This includes: unlocking office doors, turning on kiosk, television, and ensuring all office lights are on.

· Provide excellent customer service to both internal and external customers by greeting everyone in a friendly and inviting manner and following up on all requests received within twenty-four (24) hours.

· Assist customers in person, on the phone and via email.

· Direct customer inquiries to the appropriate staff.

· Assist customers with access to kiosk. Keeps area tidy, stocked, and ready for use.

· Keep the front reception area clean and organized.

· Ensure office equipment is stocked and operational.

· Provide support to the Human Resources Team with projects and clerical duties, pick up and sort mail on a daily basis, deliver outgoing mail to the mailroom and upstairs, and pick up supplies as needed for HR or special events or meetings.

· Schedule appointments such as Repetitive Motion Therapy at City Hall, VOYA and ICMA visits.

· Notify all City employees of Human Resources office closures.

· Process all personnel action forms on a bi-weekly basis ensuring accuracy and appropriate back up document is provided.

· Data entry into Human Resources Information System (HRIS) and Payroll System on a bi-weekly basis for evaluations, awards and training etc.

· Monitor the general human resources e-mail account forwarding information to the correct recipient, prints recruitment analysis, and responds to inquiries regarding areas of responsibility.

· Assist Recruitment Team with data entry into the Recruitment Access Database.

· Input data into E-Verify system, print report for each employee with results, file report with I-9, notify employee of any discrepancies in writing and keep all written documentation with the I-9.

· Maintain all personnel (e.g. 201) and medical filing on a weekly basis.

· Input and query information in the RTrax system and maintain Human Resources records according to the retention schedule. This includes storage and destruction of old records.

· Create and distribute reports such as evaluation listing, new hire reporting, new hire monthly report, termination monthly report, training monthly report, quarterly volunteer tracking and quarterly acting pay personnel tracking.

· Process invoices, create purchase order and requisitions, reconcile monthly purchasing card statement, etc.

· Maintain office supply stock and order items as needed.

· Order, pick up from vendor and distribute nametags and name plaques for all City employees.

· Create City of Flagstaff identification cards for new hires and existing employees when lost or expired. Process request, take picture, save picture into HRIS, create ID card, laminate and distribute.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Skills:

· Using computers and software application programs;

· Filing;

· Typing;

· Providing customer service;

· Preparing a variety of reports;

· Prioritizing work and performing multiple tasks;

· Maintaining various databases;

· Maintaining various records and files;

· Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction;

· Maintaining various confidential records;

· Assigning and monitoring work.

Knowledge:

· Basic filing and recordkeeping principles;

· Modern office procedures;

· Customer service principles;

· Inventory maintenance principles;

· Basic math;

· Spelling and grammar principles;

· Database management principles;

· Leadership principles;

· Basic accounting principles;

· Previous Human Resources operations experience.

MINIMUM QUALIFICATIONS:

· High School diploma or GED.

· 3 years of progressively responsible office experience in Human Resources setting or closely related field.

· Or any combination of education, experience, and training equivalent to the above minimum requirements.

OTHER REQUIREMENTS:

· Must possess, or obtain upon employment, a valid Arizona driver’s license.

· Regular attendance is an essential function of this job to ensure continuity.

· Driving on behalf of the City is an essential function of this position.

PRE-EMPLOYMENT PHYSICAL REQUIREMENTS:

· None

TO APPLY ONLINE:

In order to apply for this position you will have to fill out a City of Flagstaff application on our website. Visit our website to apply or for more information on this position and other opportunities. You will find complete job descriptions, requirements and application information at: http://www.flagstaff.az.gov/jobs

TO APPLY IN PERSON:

Applications are available and can be turned in at: 211 W. Aspen Ave., Flagstaff, AZ 86001

Call our general information line at 928-213-2090 to request an application by mail.

Additional information about current and open job vacancies can also be found by calling our job line at (800) 463-1389.

City of Flagstaff is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Paid Holidays • Paid Vacation Days • Paid Sick Days • Health/Dental/Life/Vision Insurance