Executive Administrative Assistant to Human Resources Job at City of New Haven i

Introduction

Are you an organized, service-oriented professional with a knack for managing complex administrative tasks with confidence and discretion? Do you thrive in fast-paced environments and have experience in Human Resources or office management? If so, we invite you to apply for the Executive Administrative Assistant position within our Human Resources department.

In this essential role, you'll provide top-level support to the Manager of Human Resources and Benefits, overseeing key administrative functions to ensure smooth, efficient departmental operations. This position offers the chance to work closely with HR leadership on impactful projects, using your expertise in administrative processes, HR data management, and independent decision-making to contribute directly to our team's success. From supervising clerical staff to managing sensitive employee data, you'll be trusted with responsibilities that require precision, strong communication, and advanced organizational skills.

Why You Should Join Us

This is more than just an administrative position; it's a role where you can influence the way we support our organization's most valuable asset-our people. Here, you'll have the opportunity to apply your knowledge of HR Information Systems, develop new procedural efficiencies, and foster effective relationships across diverse teams and stakeholders.

If you're ready to take on a pivotal role where no two days are the same and where your contributions make a true impact, we encourage you to apply and join our dynamic Human Resources team.

PRIMARY FUNCTIONS

This position serves as a highly skilled and professional administrative role within the Human Resources department, requiring a wide range of tasks performed with minimal supervision. The Executive Administrative Assistant supports the Manager of Human Resources and Benefits by providing comprehensive administrative assistance and ensuring smooth operations within the HR department. The role demands a high level of discretion and a strong service-oriented approach.

The individual in this position will be responsible for executing administrative tasks that require independent judgment and decision-making. Successful performance in this role requires familiarity with departmental practices and procedures, as well as experience using Human Resource Information Systems (HRIS) and other enterprise-level software. Strong communication and interpersonal skills are essential, along with the ability to multitask effectively in a fast-paced environment.

TYPICAL DUTIES AND RESPONSIBILITIES

• Helps facilitate all human resources programs and functions throughout the organization.
• Maintains H. R. data input in the Payroll system for all new hires, termination, and promotions.
• Prepares documents pertinent to new and separating employees and supports the maintenance of their files from hire date through separation of employment.
• Prepares biennial federal EEO4 reports; annual U.S. census reports, and other reporting as required.
• Takes responsibility for all records and documents issued or received by the department.
• Prepares and submits weekly payroll reports.
• Performs analysis and research across multiple data platforms.
• Develops and maintains reporting systems to monitor various HR metrics.
• Coordinates and directly supervises the work of other clerical staff members.
• Manages office expenditures, supply ordering, and prepares proposal requests as needed.
• Maintains Human Resources page on City website and Sharepoint.
• Maintains daily organizational needs of the department head including calendar management, scheduling meetings, and event preparation.
• Prepares reports and correspondence.
• Assists in managing projects and initiatives as assigned.
• Identifies and implements new methods of office procedures to improve workflow within the department.
• Ensures sufficient, precise, and timely information is well distributed.
• Handles sensitive and confidential information with discretion, ensuring compliance with privacy regulations and organizational policies.
• Exercises tact and diplomacy when dealing with complex and sensitive issues.
• Performs other work as required.

EDUCATION, QUALIFICATIONS & EXPERIENCE

Graduation from an accredited college, junior college, or business academy with course work in business and public administration and 3 to 5 years' experience in office management, including 1 to 3 years' experience utilizing enterprise-level software, and 1 to 3 years supervisory responsibilities; or any equivalent combination of training and experience which provides the following knowledge, abilities, and skills:

KNOWLEDGE, EXPERIENCE, SKILLS & ABILITIES

• Considerable knowledge of administrative practices, electronic record keeping, and cross-indexing systems of records.
• Considerable knowledge of office practices and methods and the ability to apply these to work problems.
• Proficiency in using applications such as Word, Excel, and PowerPoint for creating documents, spreadsheets, and presentations.
• Competency in using email clients (e.g., Outlook, Gmail) and calendar applications for scheduling meetings and managing correspondence.
• Experience utilizing enterprise-level software such as HRIS for managing employee records, payroll processing, and benefits administration.
• Ability to extract, analyze, and report data efficiently to support HR functions and decision-making.
• Ability to learn and implement new software as needed.
• Mastery of principles and practices of effective and professional business communications.
• Knowledge of the methods and principles of administrative research and analysis.
• Ability to research and prepare material independently for a variety of audiences.
• Ability to analyze a variety of administrative problems, to make recommendations for their solution, and to put recommendations into effect.
• Ability to work independently on difficult or complex administration and secretarial tasks assigned with minimal preliminary instruction.
• Exceptional attention to detail with the ability to proofread and edit documents with a high degree of accuracy.
• Ability to practice customer service techniques and professional telephone etiquette.
• Ability to develop a knowledge of departmental rules, regulations, procedures, and functions.
• Demonstrated project management skills, and the ability to work well under pressure.
• Excellent organizational skills with the ability to manage multiple tasks, prioritize effectively, and maintain attention to detail in a fast-paced environment.
• Must maintain sensitive and confidential information; will exercise tact, diplomacy, and discretion in dealing with highly sensitive, complex, and confidential issues and situations.
• Proficiency in using standard office equipment such as copiers, scanners, and fax machines.
• Excellent interpersonal skills: ability to establish and maintain effective working relationships with internal and external stakeholders, including city officials, staff, community, other stakeholders, and the public.
• Demonstrated ability to work effectively and sensitively in a diverse community, recognizing and respecting cultural differences, and fostering an inclusive environment.

SALARY, BARGAINING UNIT & TERMS OF EMPLOYMENT

This is a "General Fund" tested position.

This position covered by the Executive Management & Confidential Employee Policy, available to review HERE.

Hires into this class shall not be covered by the City pension but shall continue to be covered by Social Security; additionally, employer will contribute 7.5% of base pay into a defined contribution plan.

Employment is contingent upon the successful completion of: (1) a pre-employment background check, (2) a pre-employment physical examination, including pre-employment drug screening accordance with the City's Drug Free Workplace Policy*, and (3) a 90-day probationary period. Instructions and information on this pre-employment process are included in Conditional Offer of Employment.

Pursuant to the Federal Drug Free Workplace Act of 1988, The City of New Haven has a adopted a Drug Free Workplace Policy. The City of New Haven requires a pre-employment drug test, which includes screening for marijuana.

Selection Plan

Applications will be reviewed by the Department of Human Resources. Applicants must demonstrate that they meet the minimum requirements as listed within the job description; failure to do so may result in disqualification. Applicants meeting minimum requirements may be invited to participate in a Civil Service exam process at a later date.

It is critical that you complete the application thoroughly and submit information as outlined above, as the information you provide will be used to ascertain if you are eligible to move forward in the selection process. This information may be used to determine the eligibility list. As such, this job announcement should be considered the exam announcement, and submissions may be evaluated and scored while the application period is open.

Information regarding the employment and selection process can be found HERE.

Please note that the only method of communication with applicants for this position will be by email. You must provide a valid, working email address and you will need to monitor your email, including spam/junk folders, for correspondence from the New Haven Human Resources Department.

We reserve the right to extend an application deadline or close a job posting early to ensure we can attract and identify the best candidate(s) for a position.

Conclusion

To apply for this opportunity:

• Complete your User Registration. You are encouraged to save your Applicant Profile for future use.
  
  
• You MUST click on the job posting you are interested in, and click Apply or Apply Online from within that posting.
• MAKE SURE the job you are applying for is named at the top of the page as you review your application!
• Review or modify your application for that position
• Click "Ready to Send App" or the "Send" tab; read page and click the attestation
• Click "Send to City of New Haven"
• You will be redirected to "CONFIRMATION OF EMPLOYMENT APPLICATION SUBMISSION"
• You will also receive an email and text, if a number was provided, confirming your submission
• If you do not receive this confirmation in the next 24 hours, your application has not been submitted - please contact us at NHJobs@newhavenct.gov

Please Note, your Profile is NOT an application for an open position. After you create your Applicant Profile, you must still click on a Job Title and complete the application as instructed for each position.