Administrative Assistant - Human Resources

Qualifications
At least two (2) years of full-time , or equivalent part - time, experience in human resources, office administration , office management , business administration, or business management
Working knowledge of software such as Microsoft Office (Word , Excel, and PowerPoint )
Strong interpersonal skills , including strong customer service and oral and written communication skills
Must be highly organized, with a strong attention to detail and the ability to multitask, establish priorities , and meet deadlines
Ability to maintain records and files, process personnel transactions, and work with confidential and sensitive information according to departmental procedures
Ability to exercise good judgment and focus on detail as required by the job
BOSTON RESIDENCY REQUIRED
Benefits
Hours per week: 35
Responsibilities
Under the administrative supervision of the Director of Human Resources or designee, the Administrative Assistant is responsible for the successful day-to-day administrative support of the Human Resources Division
The Administrative Assistant prepares routine correspondence, maintains personnel files, and processes human resources transactions for all members of the Boston Fire Department
Maintains confidential personnel files and performs personnel transactions, including hires, promotions, transfers , suspensions, and terminations ; responsible for the timely and accurate submissions in PeopleSoft/HRIS
Assists in the processing of hiring new firefighter recruits , including but not limited to handling correspondence regarding the civil service process and all phases of the hiring process
Prepares offer letters and new employee folders and maintains accurate records; completes and verifies I - + documentation and maintains I - + files ; assists with new employee orientations and benefits administration
Monitors departmental compliance with annual residency and policy compliance; prepares reports as requested
Prepares civilian job postings and assists with the recruitment and interview process
Schedules meetings and interviews as requested; tracks status of candidates in HRIS and responds with follow - up letters at the end of the recruiting process
Assists employees with basic information on HR policies and procedures, including but not limited to attendance/medical leave, FMLA, workers compensation , hiring procedures , etc
Responds to reference checks and verifications of employment status
Provides customer service functions by answering employee requests and questions, answering telephones, taking phone messages, and responding to email correspondence
Assists with coverage of the department switchboard by directing calls to the appropriate individuals or agencies
Makes photocopies ; mails, scans, and emails documents ; files documents into appropriate employee files and performs other clerical functions; assists or prepares correspondence as requested
Performs special projects as assigned
Performs related work as required
Job description
Overview

Under the administrative supervision of the Director of Human Resources or designee, the Administrative Assistant is responsible for the successful day-to-day administrative support of the Human Resources Division. The Administrative Assistant prepares routine correspondence, maintains personnel files, and processes human resources transactions for all members of the Boston Fire Department.

Responsibilities
• Maintains confidential personnel files and performs personnel transactions, including hires, promotions, transfers , suspensions, and terminations ; responsible for the timely and accurate submissions in PeopleSoft/HRIS .
• Assists in the processing of hiring new firefighter recruits , including but not limited to handling correspondence regarding the civil service process and all phases of the hiring process .
• Prepares offer letters and new employee folders and maintains accurate records; completes and verifies I - + documentation and maintains I - + files ; assists with new employee orientations and benefits administration .
• Monitors departmental compliance with annual residency and policy compliance; prepares reports as requested.
• Prepares civilian job postings and assists with the recruitment and interview process.
• Schedules meetings and interviews as requested; tracks status of candidates in HRIS and responds with follow - up letters at the end of the recruiting process .
• Assists employees with basic information on HR policies and procedures, including but not limited to attendance/medical leave, FMLA, workers compensation , hiring procedures , etc.
• Responds to reference checks and verifications of employment status .
• Provides customer service functions by answering employee requests and questions, answering telephones, taking phone messages, and responding to email correspondence.
• Assists with coverage of the department switchboard by directing calls to the appropriate individuals or agencies.
• Makes photocopies ; mails, scans, and emails documents ; files documents into appropriate employee files and performs other clerical functions; assists or prepares correspondence as requested.
• Performs special projects as assigned.
• Performs related work as required.

Minimum Entrance Qualifications
• At least two (2) years of full-time , or equivalent part - time, experience in human resources, office administration , office management , business administration, or business management.
• A bachelor's degree in business administration or a related field is preferred and may be substituted for the required experience .
• Working knowledge of software such as Microsoft Office (Word , Excel, and PowerPoint ) .
• Demonstrated proficiency in PeopleSoft strongly preferred.
• Knowledge of the City's human resources policies and procedures and Civil Service rules is strongly preferred.
• Strong interpersonal skills , including strong customer service and oral and written communication skills .
• Must be highly organized, with a strong attention to detail and the ability to multitask, establish priorities , and meet deadlines .
• Ability to maintain records and files, process personnel transactions, and work with confidential and sensitive information according to departmental procedures .
• Ability to exercise good judgment and focus on detail as required by the job .

Terms

BOSTON RESIDENCY REQUIRED

Union/Salary Plan/Grade: AFSCME/RA-17

Hours per week: 35