POSITION TITLE: Executive Assistant DEPARTMENT: Human Resources
POSITION CODE: 22-325 FLSA STATUS: Non-Exempt
POSITION REPORTS TO: HR Generalist and Director of Human Resources
POSITIONS SUPERVISED: None
BLS COMPARABLE: 43-6011, Executive Secretaries & Administrative Assistants
Leadership: Provides co-worker leadership to others through motivation, team building,
and providing feedback.
CONDITIONS OF EMPLOYMENT:
POSITION PURPOSE: To enhance the quality of the City of Enid work atmosphere through accurate and efficient support services to the Human Resources Department.
ESSENTIAL FUNCTIONS AND BASIC DUTIES
EDUCATION/EXPERIENCE One-year certificate from college or technical school; and one year related experience and/or training; or equivalent combination of education and experience.
CERTIFICATES/LICENSES: Additional related training preferred.
REQUIRED KNOWLEDGE: Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services.
Computer - Proficient personal computer skills including electronic mail, record-keeping, routine database activity to include development of spreadsheets, formulas, record tracking applications, word processing, graphics, etc.
English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
Personnel and Human Resources — Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
SKILLS/ABILITIES: Ability to maintain confidentiality.
Ability to use a multi-line telephone.
Ability to arrange in alphabetical and numerical order.
Handle multiple tasks simultaneously.
Accurate and attentive to detail.
Excellent communications and public relations abilities.
Ability to assist and support others.
Able to operate telephone, PC, copier, and other basic business machines.
FINGER DEXTERITY: Manual dexterity sufficient to work with the fingers, reach/handle items, and perceive attributes of objects and materials.
VISUAL ABILITIES: Normal vision, with or without corrective lenses.
PHYSICAL STRENGTH: Exerts up to 25 lbs. of force occasionally. Light physical activity performing non-strenuous daily activities of an administrative nature. Extensive sitting. Frequent use of arms, hands, and fingers to reach, handle, touch, and feel.
LANGUAGE/COMPREHENSION: Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to effectively present information to top management.
REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
MATHEMATICS ABILITY: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratio, and percent and to draw and interpret bar graphs.
WORK SCHEDULE/HOURS: Regular –8 hour shift, typically 8:00 a.m. to 5:00 p.m., Monday through Friday.
Other–Variable lunch period and breaks in coordination with other office personnel.
WORK CONDITIONS: Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.
Noise level: Moderate noise (examples: business office with computers and printers, light traffic).
Other work conditions: None.
4-6 years clerical experience or work in related field.
7+ years specialized clerical or departmental experience.
Proficient knowledge of Great Plains software.
Advanced knowledge of Great Plains software.
Training or certification from vocational coursework.
Associate’s Degree or equivalent in related field.
Proficient knowledge of HR operating procedures.
Advanced knowledge of HR operating procedures.
Additional training in HR related field such as benefits, employment law, etc.
Advanced knowledge of an HR related field such as worker’s
compensation, benefits, employment law, etc.
Ability to act as HR Generalist for short periods.
Ability act as HR Generalist for extended periods.
Knowledge of safety as it applies to the job.
Valid CPR certification.
Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected.
All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.
In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
I have reviewed this job description and I can perform the essential functions of this position, with or without, reasonable accommodations. I have also received or have been offered a copy of this job description.
Printed Name__________________________ Date ___/____/____ Signature_______________________________