OFFICE ADMINISTRATOR
Position Description

Position Title: Administrative Assistant

Department: Human Resources (HR) Department; Department of Administration

Reports To: Director & Assistant Director of HR; Benefits/HRIS Specialist will direct day-to-day projects and review outgoing communications for Administrative Assistant

Salary Range: $31,700 - $39,799 (2022) / $33,871 - $42,339 (2023)

Benefits: https://www.columbus.in.gov/employee-benefits

FLSA: Full-time; Non-Exempt (comp time at 1.5 for hours over 40 hours in a work period)

Application Deadline: December 21 – interviews to begin immediately

Apply Online at http://JOBS.COLUMBUS.IN.GOV

If you need assistance, accommodations or don’t have access to the internet elsewhere, call or email City HR 812-376-2570 or humanresources @columbus.in.gov to make an appointment to apply in person. If you have difficulty with the online application, please email IT at applicant @columbus.in.gov We welcome all applicants.

INTRODUCTION:
Columbus, Indiana, population 50,000 is well known for its architectural innovation, community collaborations, engaged public, and high quality of life. The City is a regional center for financial services, health care, employment, entertainment, and shopping. For more information about our community visit our visitor center website at www.experiencecolumbus.com or the City’s website at www.columbus.in.gov.

EMPLOYEE BENEFITS:
The City of Columbus offers a competitive benefits package to all full time employees. This includes a comprehensive health insurance plan that begins on the first day of employment, with no waiting period. The City also currently contributes 14.2% of the employee’s annual income to the Indiana Public Employees Retirement Fund for every full time employee, which is a guaranteed pension plan to help set employees up for retirement. The City also provides each employee with $20,000 in life insurance along with short term and long-term disability plans that are 100% paid for, by the City. These are just a few of the benefits offered to full time employees. To see a more in-depth list visit: https://www.columbus.in.gov/careers/2022-employee-benefits/

GENERAL SUMMARY:
Under the direction of the Director of HR, Assistant Director of HR, and with day-to-day projects being led by the
Benefits/Human Resources Information Systems (HRIS) Specialist, the Administrative Assistant is the first point of contact in HR for applicants, current employees and community members seeking help over the phone or in person from HR. The Administrative Assistant represents the office by welcoming visitors, answering incoming phone calls, taking messages, and opening and closing the office to ensure maximum productivity and efficiency of the office.

ESSENTIAL DUTIES:

ADMINISTRATIVE SUPPORT FOR THE HR TEAM:

• Greet community members, applicants, current employees, vendors and contractors on the phone and in person;
• Take messages, prioritize messages and communicate with HR team periodically during the day so that HR can use their time efficiently;
• Prepares letters, memos and reports and sends out communication after edits/approval;
• Schedule and arrange meetings and helps manage their calendars;
• Manages and monitors department calendar;
• Other duties as assigned

ADMINISTRATIVE SUPPORT FOR HR DEPARTMENT:

• Provide administrative support for HR meetings including scheduling rooms, set up and picking up refreshments and setting them out, as needed;
• Prepare draft advertisements, posts, email and mailings for recruiting, and after edits/approval, submit submit/post/send out and generally manage recruiting communications with direction;
• Maintain any profiles necessary to link to City Facebook Careers page, Linkedin page, other recruiting/communications methods;
• Prepare communication for onboarding, employee retirements/transitions and after edits/changes/approvals, send out;
• Meet with new full-time employees to review their benefits choices;
• Assist employees in submitting tickets and applicants in submitting emails to IT for help with application software;
• Order office supplies consistent with budget and department needs;
• Assist Benefits/HRIS Specialist in preparing for open enrollment and completing this annual project effectively and efficiently;
• Maintain and organize files either electronically or hard copy for the office;
• Prepares payroll for approval by Director or Assistant Director bi-weekly;
• Prepares accounts payable claims weekly for approval by Director or Assistant Director; enters them into City’s financial program (currently MUNIS/Tyler technologies) and submits to CTO accurately and on time for payment after approvals

ADMINISTRATIVE SUPPORT FOR INSURANCE/RISK:

• Preparation of Workers Comp forms for Risk, filing all Risk/Insurance paperwork, forwarding insurance paperwork to our carriers, Workers’ Comp Coordinator, contacting Director of Risk to make key decisions; and taking minutes at monthly Insurance Review Committee meetings;
• Accurately communicate all insurance options to new employees, managing life event/changes as they are submitted; and communicate effectively with vendors, brokers, insurers and contractors as necessary to get employees’ questions answered regarding insurance

EDUCATION AND EXPERIENCE:

• The ability to welcome people to HR by phone, in person and by email; the ability to listen, take good notes, and prioritize messages for other staff-members so they can return calls/emails later and manage their time effectively is required;
• Professional demeanor and ability to work efficiently and effectively while multi- tasking, with regular interruptions is required;
• Ability to work well with the public, co-workers, and other government agencies and offices; and work alone in the office and at times in a noisy office is required;
• General knowledge of local government operations and bookkeeping or ability to learn these skills and gain this knowledge;
• Good computer skills, including a proficiency in Microsoft Word, Excel, Outlook, and PowerPoint; are required;
• Ability to learn effective use of MUNIS (an HR information system, financial and software program);
• Ability to seek edits/review of outgoing communication to assure professionalism, consistency and accuracy of HR messaging;
• High school diploma or equivalent skills; prefer one to two years’ office experience with positive commitment to growth of office skills/knowledge; an Associates’ Degree is a plus

JUDGMENT:

• Frequently works independently and must display good judgment in a fast paced environment with regular interruptions;
• Work requires multi-tasking; high levels of organization and ability to prioritize;
• Requires confidentiality be maintained regarding HR matters and HIPAA protected information

RELATIONSHIP RESPONSIBILITY:

• Reports to the Director of HR and Assistant Director of HR and accepts projects/tasks from Benefits/HRIS Specialist;
• Maintains positive, professional communication with the public, co-workers, applicants, contractors, other agencies of government, including all other departments within the City of Columbus as well as vendors;
• Promotes and maintains a safe and efficient office environment

RESIDENCY:

• Must reside in Bartholomew County or adjoining county within six (6) months of employment.

AN EQUAL OPPORTUNITY EMPLOYER

M/F/D/V
*all potential applicants are encouraged to apply, and if you need accommodation or help applying online, please call
812.376.2570 to make an appointment or email humanresources @columbus.in.gov

Job Type: Full-time

Pay: $31,700.00 - $42,339.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: One location

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