Administrative Assistant 2-Human Resources Location Kent, WA : Posted : 12/26/2023 Job Status : Full Time
Job Reference # : R1252
Come work at a place where you have a direct impact on the quality of life for Kent residents, business owners and visitors alike!
The City of Kent is seeking an experienced administrative professional to join our dynamic and creative Human Resources team. This position works closely with the HR department and City staff. As the HR department's first point of contact, the Administrative Assistant 2 responds to many questions throughout the day and performs a variety of technical and administrative duties in support of the department. If you have the ability to balance multiple priorities while maintaining a positive and customer-centered mindset, we welcome the chance to speak with you. This is a full-time, benefited position that is not represented by a union. The ideal candidate will have four (4) years of increasingly responsible administrative experience. ** A cover letter and resume are required with your online application in order for your application to be considered complete. Uploading your resume to auto-fill portions of the application does not automatically attach it to your application. Incomplete applications will not be considered for this position. Please note that you cannot attach documents to your application after it has been submitted. If you have any questions or concerns regarding your online application, please call our office at and we will do our best to assist you.** This position is open until filled. The selection process will include at least one panel interview. Candidates with the desired qualifications will be informed once interview scheduling is determined. SALARY: $5,883.00- 7,171.00 per month, depending on experience For a listing of our very competitive benefits, please use the following link: Employee Benefits | City of Kent (kentwa.gov) GENERAL PURPOSE : Under the direction of the Human Resources Director, the Administrative Assistant will support the HR Department in delivering exceptional customer service for the greater City organization. This position is primarily responsible for performing a variety of technical and administrative duties and at times, will serve as a resource to support large cost-saving, process improvement projects for the HR Department.
The Director will define objectives, priorities, and deadlines; and assist the Admin with unusual situations, which do not have clear objectives or precedents. The Admin will plan and carry out assignments and handle problems and deviations in accordance with instructions, policies, procedures, and/or accepted practices.
ESSENTIAL DUTIES AND RESPONSIBILITIES : OPERATIONAL Serve as central point of contact (Department Liaison, DL), for City staff and management, delivering first class service, connecting staff with the correct contact within HR, and providing excellent follow up on inquiries and requests.
Serve as Administrative Assistant to the Human Resources Director relieving the Director of a variety of clerical, technical and administrative duties.
Identified and trained as the primary Records Retention contact for HR.
Public Records Requests-initiate emails to HR staff with information requests, set up folder on the P-drive, monitor responses, request times and # of copies required, close out in WebQA, confirm documents are renamed to meet Clerk's Office naming requirements.
Trained on maintaining the HR content for the City website and intranet CitySpace; managing edits and updates.
Ordering and maintaining office supply inventory for HR.
Pick up and distribute mail daily.
Manage the ongoing maintenance of shred bins.
Manage filing in Personnel Record room.
And other duties as assigned.
SERVICE Serve as front desk reception, greeting in person guests, answering calls, and responding to emails that come into the HR email inbox (ex: verification of employment requests)
Greeting candidates for in-person interviews and facilitating question review immediately prior to interviews.
Generating and processing invoices for payment for all divisions within HR.
Preparing the annual IT Equipment Audit and Small Asset report for HR.
Preparing the annual 20+ years Civic Employee Award - Kent Retirees report for AWC in early Spring.
US Bank Purchase Cards processing-monthly reminders, collecting statements/receipts, indexing into Laserfiche
Pull JDE Budget Reports monthly and distribute to HR.
Entering Facilities requests for the HR Department.
And other duties as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES : Maintain confidentiality and professionalism.
Work is characterized by a high degree of specialized, creative, and confidential administrative duties. It requires the ability to work with very little supervision and to make independent decisions.
Understanding of current human resource functions and responsibilities.
Effective customer service techniques: Ability to use interpersonal skills in a tactful, patient, and courteous manner; conflict resolution experience.
Bookkeeping and basic accounting principles.
Ability to compose, proofread and edit documents.
Work with a sense of urgency, adhering to required timelines.
Fluency in learning and leveraging software systems: MSFT Office Suite (Word, Excel, PPT, SharePoint, Outlook), Workday, Teams, JD Edwards, and NeoGov.
SKILLS FOR THE POSITION MAY BE GAINED THROUGH EDUCATION, CERTIFICATION, RELEVANT JOB EXPERIENCE or a COMBINATION, SUCH AS : Education: High school diploma, or general education degree (GED), or equivalent, supplemented by two (2) years college level course work or training in public or business administration, office management, administrative assistance/secretarial training, or a related field; and
Experience: Four (4) years of increasing administrative support responsibility.
LICENSES AND OTHER REQUIREMENTS : Washington State Notary Public license, or ability to acquire within six (6) months of employment.
Must successfully pass a position specific background inquiry
MACHINES, TOOLS, AND EQUIPMENT USED : Typical business office equipment including, but not limited to, personal computer, printers, copy machine, scanner, multi-line telephone and fax machine.
PHYSICAL DEMANDS : The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the incumbent is regularly required to use arms, hands, and fingers to reach, handle, feel, or operate objects, materials, tools, equipment or controls. Frequently required to sit, stand, walk, bend, reach, hear and talk coherently with or without mechanical assistance. Specific vision abilities required by this job include close, distance, color, and peripheral vision; depth perception; and the ability to adjust focus. The employee must lift and/or move up to 50 pounds with or without assistance.
WORKING CONDITIONS : Work is performed in a typical office environment with moderate noise level, prone to interruptions.
The City of Kent is an Equal Opportunity Employer.
