Position Summary
Under the direction of the Human Resources Director, the Human Resources Administrative Assistant provides comprehensive administrative and clerical support to the City’s human resources operations. This position performs routine, confidential, and detail-oriented work related to personnel records management, recruitment support, onboarding documentation, benefits processing assistance, and general HR office administration.
The Human Resources Administrative Assistant supports efficient HR operations through accurate recordkeeping, document control, and customer service. The position does not exercise independent judgment on personnel policy, employee relations, classification, compensation, or compliance matters, which remain the responsibility of the Human Resources Director.
Essential Duties and Responsibilities
Administrative & Office Support
- Provide daily administrative support for the Human Resources Department.
- Answer routine inquiries from employees and the public; refer policy or complex matters to HR professional staff.
- Prepare, distribute, and file routine HR correspondence, forms, and notices.
- Maintain calendars, logs, and tracking spreadsheets related to HR activities.
Personnel Records & Confidentiality
- Maintain personnel files and records in accordance with confidentiality and records-retention requirements.
- File documents accurately in electronic and physical personnel record systems.
- Assist with file audits, records reviews, and document verification.
- Ensure secure handling and storage of sensitive and confidential information.
Recruitment & Onboarding Support
- Assist with posting job announcements and maintaining applicant tracking records.
- Schedule interviews and coordinate candidate communications as directed.
- Prepare onboarding packets and ensure completion of required new-hire documentation.
- Assist with new-employee orientation logistics and documentation tracking.
Benefits & Payroll Coordination Support
- Assist with distribution, collection, and tracking of benefits enrollment and change forms.
- Enter routine personnel and benefits data into HR systems as directed.
- Coordinate approved payroll and personnel action documentation with Finance.
- Track leave requests, personnel action forms, and related documentation for processing.
Compliance, Reporting & Audit Support
- Assist HR staff with preparation of routine reports and documentation.
- Support compliance tracking for training acknowledgments, certifications, and required notices.
- Assemble documentation for audits, reviews, and inspections under the direction of HR staff.
Customer Service & Department Operations
- Provide courteous, professional service to employees and the public.
- Maintain HR office files, supplies, and administrative inventories.
- Assist with scheduling meetings, trainings, and HR-related events.
- Perform other related administrative duties as assigned.
Minimum Qualifications
Education and Experience
- High school diploma or equivalent required.
- Associate’s degree or coursework in business administration or a related field preferred.
- Two (2) to four (4) years of administrative or clerical experience required.
- Experience in a human resources or public-sector environment preferred.
- Equivalent combinations of education and experience may be considered.
Licenses
- Valid driver’s license required.
Knowledge, Skills, and Abilities
- Knowledge of general office practices and administrative procedures.
- Ability to maintain confidentiality and exercise discretion.
- Strong attention to detail and organizational skills.
- Ability to follow established procedures and written instructions.
- Proficiency with office software, data entry, and document management systems.
- Strong customer service and interpersonal communication skills.
- Ability to manage multiple tasks, meet deadlines, and prioritize work.
- Ability to work independently within assigned responsibilities.
Working Conditions
- Work is performed primarily in an office environment.
- Full-time schedule during normal business hours; occasional attendance at meetings or training may be required.
- Physical demands are generally limited to office work and may include lifting items up to 25 pounds occasionally.
- Work involves regular handling of confidential information.
Responsibility & Authority
- Performs clerical and administrative HR tasks under supervision.
- No authority to interpret HR policy, make personnel decisions, approve payroll or benefits, or conduct employee relations actions.
- Access to confidential information is limited to assigned duties and governed by City policy.
The City of Abbeville is an Equal Opportunity Employer.
Job Type: Full-time
Pay: From $18.50 per hour
Benefits:
- 401(k)
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid jury duty
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
- Vision insurance
Education:
- High school or equivalent (Required)
Work Location: In person
