Administrative Assistant II - Human Resources Admin

Work Type: Part-time/Seasonal

Nature of Work:
Incumbents in this classification have assigned responsibilities and duties which involve working with or access to materials and documents relating to labor relations that conflict or can be perceived to conflict with membership in a recognized bargaining unit of the City of Omaha except the bargaining unit which represents this group of employees. This is advanced secretarial and general office work involving recording and transcribing dictation, typing materials from rough copy, composing responses to routine inquiries, responding to questions and complaints, acting as secretary to an advisory committee, and maintaining records. Incumbents must possess detailed knowledge of departmental practices and procedures and use independent judgment in defining and carrying out work assignments which are received and completed with minimal direction from a supervisor. Incumbents may also be required to assign and oversee the work of a small group of clerical employees.

Education and Experience: (The knowledge, skills, and abilities above may be acquired through, but are not limited to, the following combination of education and/or experience.)

* High school graduation or its equivalent AND Three (3) years of experience in secretarial work.

Required Knowledge, Skills, and Abilities:
* Knowledge of business English, spelling, punctuation, and grammar
* Knowledge of general office procedures, standard clerical techniques, and standard office equipment
* Knowledge of departmental policies, rules, regulations, procedures, functions, and sources of information
* Knowledge of and ability to operate a computer or other technology using standard or customized computer or systems software applications appropriate to the assigned tasks
* Ability to learn and adapt to advances in computer and electronics device technology and software
* Ability to quickly and accurately perform basic mathematical computations including addition, subtraction, multiplication, and division
* Ability to proofread documents for accuracy, spelling, punctuation, and grammar
* Ability to compose routine letters and memoranda
* Ability to make decisions on the basis of policies, procedures, laws, and regulations and apply them to work problems
* Ability to train, schedule, assign, and monitor the work of a small group of clerical employees
* Ability to maintain departmental and clerical records and to prepare reports from them
* Ability to maintain confidentiality
* Ability to understand oral or written instructions
* Ability to prioritize multiple responsibilities while meeting stringent deadlines
* Ability to establish and maintain effective working relationships with fellow employees and members of the general public
* Ability to adhere to safety policies, procedures, and guidelines
* Ability to sit and type 76 to 100% of the time
* Ability to move objects weighing up to ten (10) pounds up to 33% of the time

Essential Functions: (Any one position may not perform all of the duties listed, nor do the listed examples include all of the duties that may be performed in positions allocated to this classification.)

* Records and transcribes dictation consisting of correspondence, articles, reports, memoranda, opinions, briefs, minutes, statements, and other materials requiring knowledge of technical terminology and use of independent action and discretion on problems encountered
* Types reports, forms, requisitions, invoices, specifications, tabulations, legal documents, resolutions, ordinances, and other materials and composes and types routine correspondence
* Acts as secretary for one or more committees, typing and distributing agendas, recording and transcribing minutes, and forwarding copies of pertinent documents to committee members
* Enters and retrieves data and maintains computer files pertaining to costs, revenue, purchases, deposits, bonds, inventory, statistics, property, personnel, payroll, and other records
* Compiles and summarizes data, checking against records to ensure completeness and accuracy
* Proofreads typed documents for accuracy, spelling, punctuation, and grammar
* Responds to individuals seeking information regarding departmental operations, takes detailed messages and delivers them to appropriate personnel, independently answers complaints or questions, or records information and forwards to the appropriate personnel; assists in completing forms and applications, and arranges appointments
* Opens, sorts, and distributes mail, responding independently to routine matters
* Assigns and monitors the work of a small group of clerical employees
* Maintains a complex filing system, including creating files, and filing and retrieving documents
* Maintains regular job attendance in accordance with a schedule established for the position by the supervisor
* Performs other related duties as assigned or as the situation dictates within the scope of this classification

Special Qualifications:
Must pass a typing test with a net accuracy rate of at least 50 words per minute with 90% accuracy at time of application. May be required to possess skill in shorthand. The necessity of this requirement is to be determined by the director of the department in which this classification is used.

Pay Range: $23.33 Hourly

Benefits: Not applicable to part-time/seasonal employment

Who Can Apply: Any person who meets the qualifications and other requirements described in this posting.

How to Apply: Completed City of Omaha employment applications must be submitted using the on-line application from the City website. It is the sole responsibility of the applicant to check and ensure that any and all required application materials and supplemental forms are received by the City of Omaha Human Resources Department. You may confirm receipt of any materials and forms by contacting the Human Resources Department. If the materials are not received in the Human Resources Department, they will not be considered. There will be no exceptions to this rule.

Examination Information: Not applicable to part-time/seasonal employment

Veteran Points: Not applicable to part-time/seasonal employment

Conditions of Employment: Candidates must provide proof of U.S. citizenship, permanent residence, or authorization to work. The City of Omaha reserves the right to conduct pre-employment inquiries or evaluations on candidates for employment as it determines are appropriate for the particular position. Pre-employment inquiries may include, without limitation: verification of employment history and educational attainment; review of driving, credit, and criminal convictions; hearing, drug, functional capacity, psychological, vision, and medical tests; and/or any other relevant background information deemed appropriate to determine the suitability of the applicant for the position. Failure to provide the information requested in the application and hiring process in a truthful, timely, accurate, and complete manner may result in disqualification, revocation of a conditional offer of employment, or termination.

Reasonable Accommodation: The City of Omaha does not discriminate on the basis of disability. If you need a disability-related accommodation during the job application or selection process, advise the Human Resources Department at least 48 hours prior to the need by emailing employment@cityofomaha.org.

If Under Age 16: Any employee under the age of 16 will need to provide a copy of your certified Nebraska Department of Labor Employment Certificate (for Minors 14 and 15 Years of Age) in order to begin working. Visit the Nebraska Department of Labor website to download the form https://dol.nebraska.gov/LaborStandards/WorkerRights/EmploymentOfMinors

For a complete job description please visit the City of Omaha's website at hr.cityofomaha.org/compensation

Contact Points:

City of Omaha Human Resources Department

1819 Farnam St, Suite 506

Omaha, NE 68183

Phone: (402) 444-5300

Fax: (402) 444-5314

Website: hr.cityofomaha.org

Email: employment@cityofomaha.org

The City of Omaha is an Equal Opportunity Employer.