HR Administrative Coordinator
JOB SUMMARY
The incumbent, under the guidance of the Director of Human Resources, is responsible for providing accounting, secretarial and clerical support as needed within the Human Resources Department.
ESSENTIAL DUTIES/RESPONSIBILITIES
Note: All City of Fort Smith positions require the employee to provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees, and have regular and reliable attendance that is non-disruptive. Must show cooperation and respect to fellow employees and supervisors at all times. All other duties as assigned by the immediate supervisor and/or department director.
1. Provide administrative support for the Director and staff of the department.
2. Answer phone, greet visitors and open/distribute mail.
3. Type letters, memos and forms as requested or needed.
4. Maintain adequate office supplies for the department.
5. Maintain department expense accounts on annual budget. Prepare budget adjustments as needed or requested.
6. Provide support function for a full range of activities in the Human Resources Department.
7. Prepare, obtain and process purchase orders (PO’s) and request for proposals (RFP’s).
8. Prepare and process expense reports and P-card statements.
9. Coordinate and schedule all training classes, travel, education and any other scheduling needs necessary for the department.
10. Responsible for employee timekeeping functions for the department.
11. Maintain personnel files on active and terminated employees.
12. Receive, review and respond to a wide range of questions regarding personnel related issues.
13. Prepare monthly billing and all associated paperwork in an accurate manner.
14. Verify, or help verify, insurance coverage(s).
15. Prepare, assist and or verify completion of medical, dental and vision enrollments and/or change requests.
16. Prepare and maintain accurate records for all enrollments and/or change requests for new and current employees by data entry.
17. Assist in replying to unemployment claims.
18. Assist in coordinating various employee training programs.
19. Prepare and process new hire/employee packets.
20. Provide support function for the full range of activities in the Human Resource management field.
21. Assist Human Resources staff in carrying out the full range of personnel functions.
22. Process Verification of Employment requests in a timely manner.
SUPERVISORY RESPONSIBILITIES
None
QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
- High School diploma or GED
- Possess a valid driver’s license
- Five (5) years administrative experience in a business office environment
- Proficient in data entry and word processing as well as record maintenance
Preferred Qualifications
- Associate’s Degree in Business Administration, Accounting, Finance or other related field
- Seven (7) years administrative experience in a business office environment.
OTHER SKILLS AND ABILITIES
- The incumbent should possess proficiency and technical aptitude with the ability to use Microsoft products, including PowerPoint, Word, and Excel.
- Excellent computer skills and knowledge of word processing and spreadsheet programs.
- Good verbal and written communication skills as well as good organizational skills.
- Problem solving and analytical ability.
- Excellent communication and interpersonal skills.
- Knowledge of modern office practices, procedures and equipment.
- Capable of clearly communicating requirements, policies, procedures, and billing information to customers.
- Requires intense concentration, strong attention to detail, and the ability to make quick decisions based upon established procedures.
POSITION DESIGNATIONS
This position is not designated as essential during inclement weather events. City services will be maintained during inclement weather, such as heavy snow or ice storms and all essential employees are expected to report to work due to the critical functions of the position. This position is able to work remotely (based on need and supervisor approval).
This position is designated as a safety/security sensitive position and is not subject to random DOT drug and alcohol screenings (a safety/security sensitive position is one in which a momentary lapse in attention may result injury or death of another person).
PHYSICAL REQUIREMENTS
The physical demands described here 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.
Semi-repetitive type of work which requires periods of concentration for varied time cycles as prescribed by the task(s). While performing the duties of this job, the employee must occasionally stand, walk, talk and hear. Frequently sit, use hands to handle objects, and reach with hands and arms. The incumbent must also stoop, kneel and crouch. Specific vision abilities required by this job include close, color and distance vision.
The employee is occasionally required to lift up to 25 pounds.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Up to 5% travel may be required for this position.
Normal working conditions found within an office setting, wherein there is controlled temperature and a low to moderate noise level, plus a minimum of distractions.
PRE-EMPLOYMENT SCREENING(S)
This position requires the below screenings prior to employment:
- Pre-Employment Drug Screen
- Criminal History Background Check
- Motor Vehicle Record Check
**This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee and/or applicant. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice**
Code : 20260145-1
Grade : GRADE 38
Posting Start : 08/19/2026
Posting End : 09/01/2026
HOURLY RATE RANGE: $23.17-$34.76
