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City of Omaha · 5 days ago

Administrative Assistant II - Human Resources Admin

Omaha, NE

Part-time

Onsite

Mid Level

$23.33/hr - $23.33/hr

3+ years exp

The City of Omaha is seeking an Administrative Assistant II for their Human Resources department. This role involves advanced secretarial and general office work, including recording dictation, typing materials, maintaining records, and overseeing clerical employees.

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Responsibilities

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

Qualification

Human Resources supportOffice software proficiencyProject managementTyping skillsClerical techniquesBusiness English knowledgeInterpersonal skillsProblem-solving skillsConfidentialityDecision-makingAdaptability

Required

High school graduation or its equivalent AND Three (3) years of experience in secretarial work

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

Must pass a typing test with a net accuracy rate of at least 50 words per minute with 90% accuracy at time of application

Preferred

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