Clerical Specialist - Human Resources

General Purpose

The Clerical Specialist - Human Resources is responsible for performing a variety of administrative and professional work in coordinating the human resources program of the County of Northampton. Independently prepares, carries out, and takes definitive action regarding processes and functions that are integral parts of the department's mission. Work includes duties in the area of human resources which requires specialized knowledge above that of a general clerical position.

Supervision

Received: This position reports directly to the Deputy Director of Human Resources and/or the Director of Human Resources.

Exercised: This position is not responsible for the supervision of other employees or functions.

Essential Duties

• Greets guests in a professional, friendly, and hospitable manner; answers routine questions from employees, retirees, and the general public, or directs to appropriate human resources staff when necessary.
• Manages phone system and incoming call flow for the Human Resources Department and manages and maintains general voicemail messages.
• Possesses excellent communication and interpersonal skills with ability to listen effectively, respond appropriately and maintain mutual comfort level while relating to a diverse workforce.
• Prepares Personnel Action Notifications (PANs) for employment transactions and directs to appropriate parties for approval.
• Enters data into the HR Information System to accurately reflect all changes to employee records.
• Responsible for maintaining the filing of personnel records and other pertinent departmental records.
• Processes all mailed correspondence received in the department and distributes to appropriate parties.
• Strong ability to perform well and be unfailingly diplomatic in a high pressure and complex environment.
• High energy level, ability to multitask, establish priorities, and work independently.
• Ability to establish credibility and be decisive.

Minimum Qualifications

Education & Experience: Completion of a high school, or general equivalency, diploma; and at least two (2) years of full-time general clerical work experience in an office environment.

Knowledge, Skills, and Abilities

• Ability to learn specific rules and regulations governing human resources administration in the County.
• Knowledge of computers and computer software, with ability to apply this aptitude in word processing, Excel spreadsheet development, and Word document merges.
• Ability to learn proper records management, retention of records, and cataloguing of files.
• Ability to keep and maintain confidential and sensitive information.
• Ability to communicate effectively verbally and proficiently in writing with various employees, managers, labor unions, and the general public.
• Ability to establish and maintain effective working relationships with employees, supervisors and managers, other agencies, and the public.
• Ability to handle stressful situations.
• Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.

Tools and Equipment

Telephone, personal computer (including HRIS, word processing, spreadsheet and other specialized software), calculator, fax machine, and copy machine.

Physical Demands

While performing the duties of this job, the employee is frequently required to walk, sit, talk, or hear. The employee must occasionally lift and/or move up to twenty-five (25) pounds. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually quiet.