Senior Administrative Specialist - Employee Relations

Job Summary

This position serves in a multitude of ways to provide customer service, support, and program coordination in a busy HR office. Provides technical, administrative, and staff/program support work requiring the exercise of independent judgment. Provides general and program specific information to staff, customers, clients, leadership officials, members of the public, and local, state, and federal agencies. Administers the training tracking and registration systems, coordinating training classes and sessions according to plans set. Completes and assists with special projects as assigned by the ER Director.

Job Description

Essential Duties
Serves as front desk coordinator in a busy HR office, providing customer service, support, and program coordination within the department. Utilizes various HRIS systems for the completion of work. 

Acts as a liaison and a recognized point of contact for employees and customers needing assistance; provides information, answers questions, and refers people onward as topic needs dictate. 

Compiles and maintains records and department files, creates process, procedures, and training instruction details. Researches and creates a variety of documents, forms, and communication tools.

Assists others in navigating and use of ER department pages on the intranet for employee communications/announcements, ER forms and documents, reports, and training; helps ER staff troubleshoot a variety of issues.

Operates as a system and subject specialist for the training function, with such tasks as: maintaining computerized databases and calendars; recording programs and class registrations; tracking program statistics; creating reports, assisting training participants, etc.

Assists in the development of training registration and tracking system features and functionality, helps build and fully maintains the content of the system; including: prioritized requirements, system capabilities, conducting testing, articulating report needs, updating user instructions and procedures.

Supports the implementation of training classes and programs. Coordinates details of training events: acts as liaison for instructors, prepares all contracts/LOU’s, collaborates with instructors in setting-up and executing training events, coordinates meeting locations, maintains training database and records, assists employees, maintains calendars and prepares and sends communication and marketing for events. 

Addresses training policy and tuition reimbursement questions and inquiries. Processes applications and requests for payment and assures eligibility for expenses.

Contacts a variety of vendors and suppliers to procure and manage supplies and program materials needs for the department. Maintains inventory of office supplies and submits orders with vendors. Maintains copier, coffee maker, file storage, and office related tools and equipment, including troubleshooting. Processes maintenance and IT requests on behalf of the department.      

Administers the quarterly Tenure Service Awards and Retiree Recognition programs.

Processes a wide variety of employment verifications. Uses HRIS and personnel files to obtain requested information. Provides information timely.       

Provides technical and administrative support on various committees/meetings.      

Organizes, coordinates, and assists with special or department projects (e.g., Blood Drive) at the discretion of a supervisor; gathers data and statistics for reports as needed and or requested.       

Prepares files and maintains the confidentiality of sensitive information related to Employee Relations Department projects, programs, and personnel issues.   

Works the hours and/or shifts assigned and begins and ends work on time.   

Performs other related duties as required or assigned.

Minimum Qualifications
Requires equivalency of high school graduation and three years of related work experience. Strong preference given for training program coordination, multi-tasking role in support of a busy office, and use of HRIS systems experience. One must have intermediate level skills in MS Office programs and provide excellent customer service. A reliable form of transportation for the performance of work responsibilities is required.

Supervisory Controls
The employee is under general supervision from a program supervisor or the Employee Relations Director.  Work is typically performed according to established protocols with the incumbent needing to use judgment in setting priorities, work sequences, and in how work is accomplished. Others in the department are available for consultation as needed for difficult or unique situations or problems. Frequently no check of work is made.

Core Competencies and Abilities
Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge – Knowledge of policies, practices, and services of the organization.  

Knowledge of proper English spelling, punctuation, and grammar usage.  

Knowledge of software programs to include, but not limited to, MS Word, MS Excel, MS Power Point, MS Publisher, MS SharePoint, and MS Outlook.  

Abilities – Ability to work independently and make decisions concerning choice of procedures to follow.
 

Ability to multi-task; starting, stopping, and restarting tasks frequently when balancing task work and the customer service aspects of the role.   

Ability to disseminate information, instructions, and explanations to others regarding a variety of Employee Relations programs and services.   

Ability to effectively use a variety of software and databases in the performance of duties; can research and prepare reports and review and correct written or numerical reports, accounts, forms, and other documents.   

Ability to type accurately from clear copy, rough draft, or voice recordings; ability to compose correspondence.   

Ability to understand and follow complex oral and written instructions. .  

Ability to operate and maintain office equipment .   

Ability to maintain moderately complex clerical records and prepare reports from such records.   

Ability to maintain working relationships with employees and the public.   

Ability to use appropriate discretion in dealing with matters of a confidential nature.

Work Environment and Physical Demands
Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting.

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.