Human Resources Administrative Assistant

GENERAL SUMMARY

Responsible for performing and planning the day-to-day operations of the front office and assisting with the Houston Housing Authority’s group benefits programs processes. Provides administrative support to the Human Resources Director and the Assistant Director of Human Resources on personnel matters. Responsibilities are confidential in nature requiring advanced organizational and communication skills.  Reports to the Assistant Director of Human Resources.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Participates in recruitment efforts, scheduling meetings and interviews as requested.
• Coordinate the use of temporary employees and reconciles temporary employee’s payroll.
• Process invoices and review for accuracy; address discrepancies with third-parties.
• Maintains applicant tracking system, upload and edit position requisitions as needed
• Assist in conducting new employee orientations; administers pre-employment tests; assist in conducting reference checks.
• Assembles and prepares new employee general orientation binder for orientation.
• Verifies I-9 documentation and maintains current books.
• Update Human Resources forms and maintains adequate supply for distribution.
• Coordinate special events and projects, such as, service award program, job fairs, benefit fairs, etc.
• Perform data entry of employee information in Human Resources Management System (HRMS).
• Assist and Assures compliance with COBRA guidelines by coordinating efforts with third party vendor; receives and records COBRA insurance premium payments.
• Performs customer service functions by receiving telephone calls and visitors and routes them to the appropriate staff member.
• Composes and types letters, memorandums, purchase orders, requisitions, reports and other documents.
• Assists in organizational training and development efforts.
• Schedules conferences by reserving facilities at local hotels and/or restaurants.
• Makes photocopies, faxes documents and performs other clerical functions.
• Maintains company organization charts and employee directory.
• Maintains benefit and personnel files in compliance with applicable legal requirements.
• Assists in exit interview process.
• Dependable to report to work at the scheduled time and is seldom absent from work.
• Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of Houston Housing Authority organizational functions, and general operating policies and procedures. 
• Knowledge of secretarial practices and procedures, business English, spelling and punctuation.
• Skilled in operating computer equipment and general office machines such as personal computer, copier, projection equipment, audio/video and adding machine.
• General knowledge of the personal computer, utilizing Microsoft Office programs (Word, Excel, Access, and Power Point).
• Ability to communicate clearly and concisely, orally and in writing.
• Ability to efficiently understand and follow oral and written instructions, perform routine duties without close supervision, deal effectively with the public, and establish and maintain effective working relationships with other employees, and observe Houston Housing Authority protocol.
• Ability to coordinate several concurrent activities simultaneously.

COMPLEXITY / SCOPE OF WORK

• The employee performs routine duties by established procedure or referring to written guidelines, such as the Houston Housing Authority handbooks, desk references and existing records.  The guidelines cover most job-related situations, but the employee may occasionally be required to use independent judgment in making decisions.
• The employee performs a moderate number of routine and generally related tasks.
• Instructions to the employee may be general or specific in nature.
• Courses of action are determined by established procedures and/or the Director of Human Resources. 
• The employee's work is reviewed periodically for accuracy, completion, and compliance with the policies and procedures.
• Tasks may occasionally have to be coordinated, integrated, and/or prioritized.
• The employee refers to the Houston Housing Authority and HUD guidelines, Federal Mandates, and to the Houston Housing Authority's personnel policies and procedures in performing work.  These guidelines cover most job-related situations although the employee is required to use independent judgment in making decisions.  If guidelines do not cover a situation, the employee consults the Director of Human Resources.

SUPERVISORY CONTROLS

• Employee does not have direct supervisory responsibilities. 

PERSONAL CONTACTS

• The employee has continuing contact with other Houston Housing Authority employees in all departments, residents, and the general public.   Most contacts are structured in nature and the employee is expected to use normal tact and courtesy.   Occasionally, a contact may be uncooperative or antagonistic and the employee may be required to use above-average tact and courtesy at such times.  Failure to respond courteously and positively could adversely affect the public opinion of the Houston Housing Authority.
• The purpose of such contacts is to provide information or assistance, obtain information needed by the Houston Housing Authority, make appointments, arrange schedules, resolve complaints, and facilitate communications.

PHYSICAL DEMANDS / WORK ENVIRONMENT

• Work is principally sedentary, but may involve some physical exertion, such as kneeling, crouching, or lifting to obtain files and records, and eyestrain from working with computers and other office equipment.
• Work involves the normal risks and discomforts associated with an office environment, but are usually in an area that is adequately cooled, heated, lighted, and ventilated.

MINIMUM QUALIFICATIONS

• High school diploma or equivalent required.
• Bachelor's degree in Human Resources Management or related field preferred.
• Minimum one to two years experience in the Human Resources field or similar office/clerical support experience.
• Professional in Human Resources (PHR) certification preferred.
• Bilingual (Spanish) preferred.
• Ability to type 35 words per minute accurately.   Basic bookkeeping, ability to use 10-key calculator and computer data input. 
• Ability to compose memorandums and letters.
• Computer skills a must, proficient in Microsoft Office products.
• Attention to detail.
• Self starter.
• Must be able to maintain confidentiality.
• Must have excellent organizational skills.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.