Senior Administrative Specialist

Description:

The position’s work is under the general direction of the Human Resources Manager, but may receive guidance from other department staff depending on the assignment. Supports the ongoing HR and Library administrative, communication and support functions with tact and discretion related to confidential and sensitive information. As a focal point for communication and resources between HR department staff, library staff and the public, the position performs diverse HR and Library System administrative functions in an accurate and timely manner including; general HR reception, correspondence and triage services; new employee onboarding, generate offer letters, coordinates, oversees the department phone system; and administers processes or projects as assigned.

The Senior Human Resources Administrative Specialist interacts extensively with Library staff throughout the system through interpersonal contacts, official means, telephone and e-mail, and must apply knowledge of department policies and procedures and laws, rules, and practices relating to human resource administration. The work of the position is subject to frequent interruptions with changing priorities.

Support may include the use of databases, word processing and other office software and automation, composing correspondence and materials, compiling statistics, seeking information for various projects, and other paraprofessional support activity. The position proofs and prepares documents in final form. The position also provides similar office support to the Advocate for Reference Services as needed.

Typically, the position is engaged in multiple activities and projects at any given time, and must exercise elements of work planning and prioritizing and project management. Priorities and service needs frequently change in response to new organizational needs. Furthermore, the position’s activities greatly depend on the use of database management and office applications, Internet resources, network communications and other aspects of information technology in office and library settings.

Essential Duties
Contribute to the effective delivery of human resources administrative and support services in a timely and accurate manner including, but not limited to:

• Triaging and responding to staff and public questions and concerns via in-person, email or telephone in a confidential and discrete manner. Providing guidance as needed and assigned, to department staff and volunteers.
• Creating and coordinating new hire and promotion offer letters as necessary.
• Scheduling, communicating and facilitating onboarding, new hire orientations, Central Library tours, staff separations and related documentation. Creating staff building and coordinating credential, network access set-up and terminations and schedule.
• Processing Personal Action Forms (PAFs) and maintaining staff records and related databases.
• Overseeing, developing and maintaining physical and digital databases, records and files, electronic communications, and related information technology used in performing human resources functions.
• Creating, proofing and disseminating written communications throughout the Library System or as requested. Providing relevant information to staff and supervisors regarding staff status and coordinating transactions with payroll.
• Attending assigned meetings and compiling reports and documentation for employee and labor relations activities.
• Coordinates calendar and meeting logistics as requested.
• Reviewing and streamlining assigned processes and related documentation.
• Assisting with recruitment such as screening and corresponding with applicants as needed.
• Performing or assisting with implementing long and short term metric driven projects, reports and assignments. Adhere and enforce established policies and procedures.
• Performing duties as assigned.
• Reporting to work on a consistent and predictable basis.

Develop internal and external partnerships without direct authority based on trust, confidentiality, respect and competence to effectively navigate and communicate Library policies and procedures and positively influence Library initiatives and outcomes.

Qualifications

Application materials should demonstrate that a candidate possesses the following experience and qualifications:

Experience. Three years of work experience in Human Resources and/or administration. Experience should include working in an office environment with a variety of responsibilities with great attention to detail including written correspondence, employee onboarding, multitasking, partnering and communication, data entry, database management, HR file administration and retention and administrative support experience in developing, maintaining and supporting day-to-day and HR and organizational projects and initiatives.