Job Description

Job Description

Job Description

Administrative Assistant – Human Resources

Job Description

Reports to: Human Resources Director
Department: Human Resources

Work Hours: 8:00 am – 5:00 pm weekdays

Starting Salary: $43,846 - $48,402 Annually DOQ (Non-Exempt)

Position Summary
The Administrative Assistant supports the Human Resources Department by delivering efficient, professional, and friendly service. As the first point of contact for employees and citizens, this role ensures excellent customer service and smooth departmental operations.

Key Responsibilities

• Provide clerical, technical, and administrative support for the HR Department.
• Maintain and audit personnel files and electronic records in compliance with City, State, and Federal requirements.
• Process background checks, drug screenings, I-9s, and employment verifications.
• Assist with workers’ compensation reporting, HRIS data entry, status changes, and HR communications.
• Support open enrollment activities, including retiree mailings and employee coordination.
• Serve as point of contact for vendor maintenance, coordinating repairs and service requests for office equipment.
• Track performance evaluations and send monthly reminders to supervisors.
• Prepare, edit, and publish the City’s internal newsletter with an outside vendor.
• Greet visitors, answer phones, manage mail/faxes, and provide front-desk support.
• Coordinate meeting logistics, reserve rooms, arrange catering, and transcribe/distribute minutes.
• Assist with research, projects, invoices, and wage/salary survey requests.
• Maintain independent contractor files for compliance.
• Prepare correspondence, invoices, and tuition reimbursement requests.
• Order and maintain office supplies.
• Uphold confidentiality, integrity, and professionalism in all work.
• Collaborate with other City departments and perform additional duties as assigned.

Competencies and Skills

• Proficiency in Microsoft Office Suite, with advanced skills in Excel.
• Working knowledge of Adobe applications.
• Strong written and verbal communication skills.
• Exceptional attention to detail.
• Ability to work under pressure and meet deadlines.

Minimum Qualifications

• Associate’s degree in business, human resources, or a related field.
• Minimum of three years’ progressive administrative, HR, or customer service experience (or equivalent combination of education and experience).
• Valid Notary Public commission, or ability to obtain within six months of hire.

Physical Requirements

• Ability to work in an office setting with prolonged sitting/standing.
• Occasional stooping, bending, kneeling, or lifting moderate weight.
• Frequent use of hands for typing and operating office equipment.

AN EQUAL OPPORTUNITY EMPLOYER

The City of Decatur is committed to having a workforce that reflects diversity at all levels and is an equal opportunity employer. Qualified applicants are considered for employment, and employees are treated during employment without regard to race, color, religion, national origin, citizenship, age, sex, sexual orientation, gender identity, marital status, ancestry, physical or mental disability, veteran status, political affiliation or any other characteristic protected under applicable law.

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