HR Administrative Support Specialist

City of Charlotte•Uptown, IL

4d•Onsite

About The Position

Welcome to the City of Charlotte. The mission of the City of Charlotte is to deliver quality public services and promote the safety, health, and quality of life for all residents. The HR Administrative Support Specialist exists to provide a welcoming, professional experience for employees, job candidates, visitors, vendors, and other internal and external customers while supporting the daily operations of the Human Resources Department. The position provides dependable front desk, administrative, financial, and office support and takes ownership of assigned work and customer needs through completion, resolution, or a clear handoff. Success requires a hospitality mindset, initiative, attention to detail, and the willingness and ability to learn and apply new processes and skills.

Requirements

High school diploma or GED and two years of experience providing administrative support, front desk services, customer service, records management, billing, payment processing, or related transaction support in a professional or high-volume service environment; or an equivalent combination of education and relevant experience.
Knowledge of modern office procedures, administrative practices, records management, and standard office equipment.
Skill in providing professional, courteous, and responsive service to internal and external customers using a hospitality-focused approach.
Skill in verbal and written communication, proofreading, organizing information, and preparing clear and accurate documents and records.
Skill in using standard office technology, including Microsoft 365, email, spreadsheets, data-entry systems, and electronic records.
Ability to learn and accurately apply basic business mathematics and established procedures related to purchasing, invoicing, payment processing, financial documentation, and recordkeeping.
Ability to organize and prioritize competing responsibilities, meet recurring deadlines, and maintain accurate work amid frequent interruptions.
Ability to work independently, exercise sound judgment, take ownership of assigned work and customer needs, communicate status, and follow matters through completion or an appropriate handoff.
Ability and willingness to learn departmental regulations, procedures, services, Workday, and other job-specific systems and apply new knowledge accurately.
Ability to use critical thinking to understand the purpose and controls behind established processes, evaluate situations that fall outside standard procedures, and determine an appropriate course of action or escalation.

Responsibilities

Provide professional and welcoming front desk service to employees, job candidates, visitors, vendors, and other internal and external customers; answer and route calls, monitor shared voicemail, provide general information, and connect customers with the appropriate HR resource.
Coordinate visitor access, deliveries, front desk coverage, and other reception activities while protecting confidential information and maintaining awareness of scheduled interviews, meetings, and departmental activities.
Maintain the readiness of reception areas, conference rooms, breakrooms, and other shared spaces by coordinating reservations and meeting setup, stocking supplies and refreshments, providing basic technology support, performing light daily freshening, and reporting facilities or cleaning needs.
Receive and distribute mail, packages, and deliveries; monitor supply levels; order, organize, and restock approved administrative and office supplies.
Process requisitions, purchase orders, change orders, supplier invoices, and other assigned financial transactions using Workday and applicable systems.
Review p-card transactions and supporting documentation for completeness, accuracy, business purpose, and proper coding; research discrepancies, coordinate follow-up, maintain accurate records, and track transactions through completion or escalation.
Provide general HR administrative support, including employment verifications, document preparation and filing, records maintenance, meeting and interview coordination, event support, and special projects; research unfamiliar issues, involve the appropriate resources, and ensure a clear resolution, handoff, or next step.