HR Administrative Specialist

Garfield County Colorado•Glenwood Springs, CO

2d•$25 - $35

About The Position

This position provides technical and administrative Human Resources support to the HR Department. Staff working in this position will build entry to journey level knowledge in the field of Human Resources while administratively supporting the HR department. ESSENTIAL JOB FUNCTIONS: (These duties are illustrative of typical essential responsibilities of the job, and may vary according to assignment) Administrative Support – 55% Interacts with employees/visitors to the HR office, responds to calls, and emails and responds to general requests for assistance on all employment-related matters. Will provide administrative support to the entire HR Department. Responsible for processing all HR department invoices, balances and reconcile statements to ensure accuracy of billing. Prepares documentation to send to Finance, enters information into County’s ERP system, generates reports as needed on status of budget, and advises HR Director of variances. Reconciles HR Department purchase cards monthly. Creates employee security badges. Processes badge change and replacement requests. Processes incoming and outgoing mail, orders office supplies, accesses/forwards messages from General HR voicemail box & email, coordinates Facilities requests, files documents (electronic & hard copy files), main contact for badge change requests, and is responsible for maintenance of office equipment. Collaborates with payroll and finance to ensure all new hire documents and employee changes are sent to payroll and finance. Create, organize, and file documentation into paper and e-files. Prepare documents for scanning and scans documents for e-filing. Assists with reserving conference rooms, ordering food, sending invites for training programs. Prepares benefit information for orientation, assists the Benefits & Leave Specialist with open enrollment. Technology & Human Resources Information Modules – 35% Primary contact for the different software systems used for HR tasks. Enter and set up new employees in these systems. Transfers data between HR computer systems. Responsible for the accuracy and timeliness of data entry into the software systems. Process employee actions and changes in the HR systems. These changes may include new hires, salary adjustments, position changes, changes to the reporting structure, terminations, etc. Generate reports from HR systems. Is cross trained on the County’s ERP system sufficient to assist in HR functions. HR Communication & Annual Employee Service Awards – 10% Oversee the publication of the HR monthly communication bulletin. Collects information from other HR team members and checks for accuracy, creates professional-looking page layout, and distributes on schedule. Supports Fair & Events and Communications departments with the Annual Service Awards event including providing employee lists (e.g., honorees, years of service, departments, etc.), assisting with communication to employees/managers, and proving other logistical support. Oversees administration of employee service rewards, including management of the “simple store” award items, vendor contact/management, monitoring purchases/receipts, ensuring timely ordering and shipment of items, organization, and distribution of awards to employees, etc. Other: Other duties and special projects as assigned. CORE COMPETENCIES: Public Service: A commitment to the mission of providing exceptional services to the citizens of Garfield County. It is who we are, and what we do. Customer service: A commitment to providing exceptional service to all customers (internal & external), which includes being helpful, professional, courteous, and taking the time to understand customer’s needs. Stewardship & Innovation: Is a good steward of public resources and looks for ways to be innovative and improve efficiencies. Teamwork: Able to work together with a diverse group of people towards a shared goal, while considering the needs of others. Business Technology: Ability to utilize the technology required of the position and demonstrates a willingness to learn modern technologies as required to assist the County in providing exceptional services, innovation, and work efficiency. Communication: Proficient in communication, and able to communicate using the English language, including written, verbal, or other communication channels as required by the position.

Requirements

High school diploma or equivalent.
Three (3) years of administrative experience which should include performing entry level to advanced administrative job duties, data entry, customer service, financial tasks, scanning/filing, and proficient experience using Microsoft 365.
Valid Driver’s License.

Nice To Haves

Previous work experience in a Human Resources environment.

Responsibilities

Interacts with employees/visitors to the HR office, responds to calls, and emails and responds to general requests for assistance on all employment-related matters.
Will provide administrative support to the entire HR Department.
Responsible for processing all HR department invoices, balances and reconcile statements to ensure accuracy of billing.
Prepares documentation to send to Finance, enters information into County’s ERP system, generates reports as needed on status of budget, and advises HR Director of variances.
Reconciles HR Department purchase cards monthly.
Creates employee security badges.
Processes badge change and replacement requests.
Processes incoming and outgoing mail, orders office supplies, accesses/forwards messages from General HR voicemail box & email, coordinates Facilities requests, files documents (electronic & hard copy files), main contact for badge change requests, and is responsible for maintenance of office equipment.
Collaborates with payroll and finance to ensure all new hire documents and employee changes are sent to payroll and finance.
Create, organize, and file documentation into paper and e-files.
Prepare documents for scanning and scans documents for e-filing.
Assists with reserving conference rooms, ordering food, sending invites for training programs.
Prepares benefit information for orientation, assists the Benefits & Leave Specialist with open enrollment.
Primary contact for the different software systems used for HR tasks.
Enter and set up new employees in these systems.
Transfers data between HR computer systems.
Responsible for the accuracy and timeliness of data entry into the software systems.
Process employee actions and changes in the HR systems. These changes may include new hires, salary adjustments, position changes, changes to the reporting structure, terminations, etc.
Generate reports from HR systems.
Is cross trained on the County’s ERP system sufficient to assist in HR functions.
Oversee the publication of the HR monthly communication bulletin.
Collects information from other HR team members and checks for accuracy, creates professional-looking page layout, and distributes on schedule.
Supports Fair & Events and Communications departments with the Annual Service Awards event including providing employee lists (e.g., honorees, years of service, departments, etc.), assisting with communication to employees/managers, and proving other logistical support.
Oversees administration of employee service rewards, including management of the “simple store” award items, vendor contact/management, monitoring purchases/receipts, ensuring timely ordering and shipment of items, organization, and distribution of awards to employees, etc.
Other duties and special projects as assigned.