Administrative Assistant II - Human Resources

Work Type: Part-time

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 diploma or its equivalent AND Three (3) years of experience in secretarial work.

Preferred Qualifications:

• Prior experience supporting Human Resources functions, or willingness to learn - particularly in employment and hiring procedures (e.g., job postings, candidate communication, onboarding coordination)
• Strong problem-solving skills with the ability to anticipate needs, troubleshoot issues, and offer practical solutions in a fast-paced environment
• Demonstrated project management abilities, including organizing tasks, tracking deadlines, and juggling multiple priorities with minimal supervision
• Excellent interpersonal and communication skills, with a knack for building rapport across departments and maintaining professionalism in sensitive situations
• Proficiency with office software and HR systems (e.g., applicant tracking systems, scheduling tools) is a plus

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. Access the typing test here: omahahr.typingtestpro.com/test?id=j70h6dlt

Pay Range: $22.43 Hourly

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

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 or proof of permanent residence or authorization to work. The City of Omaha reserves the right to conduct criminal history, driving record, reference and credit checks and a background investigation on applicants for employment. Successfully passing a criminal background review, reference check, and if applicable, a credit check, is required as a condition of employment. If applicable, the City will require that you successfully pass a review of the driver's license, driving abstract, a pre-employment drug test, a hearing test and a back screening examination as a condition of employment. Failure to provide the information requested in the application process in a truthful, accurate and complete manner may result in disqualification, revocation of conditional 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.

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.