HR Learning & Development Administrative Assistant #JR-00663

Provides citywide customer service and supports both the administrative and operational needs of the HR Learning & Development division. Manages customer inquiries by phone, in-person, online, and email.

Responsibilities

• Serve as first-tier customer support for the Learning Management System (LMS).
• Troubleshoot system errors; escalate issues to departmental and city IT representatives as needed.
• Coordinate enrollment communication within Taleo Learn to ensure virtual and in-person Instructor-Led Trainings are sent out and responded to in a timely manner.
• Enter classes into Taleo Learn and support annual citywide class scheduling and training catalog.
• Maintain enrollments for trainings—confirm, extend, or drop enrollments.
• Close training and verify records are accurate.
• Run reports on training enrollment trends in Taleo Learn.
• Train Department Training Reps (DTRs) on Taleo Learn and the functions/tools within their roles and responsibilities—departmental, Learning and Development, and citywide.
• Establish and maintain filing systems for personnel training records, tuition reimbursement, and other confidential files.
• Prepare correspondence, meeting minutes, surveys, reports, etc. to support the Human Resources Administrator and the division.
• Monitor and maintain the general training email box and communications in/out.
• Manage citywide room reservation schedule for buildings 19 and 21 (training, meetings, and events).
• Coordinate and implement room set-up and prepare for training, meetings, and events in the division rooms.
• Maintain training rooms, facilities, and equipment in both buildings 19 and 21.
• Assist in the coordination of training sessions through contact with Talent Development Partners, Departments, and other stakeholders concerning room set-up, equipment, development and compilation of resource materials, and record maintenance.
• Assist with marketing and outreach efforts for citywide training classes, programs, and events, including developing materials and maintaining website, SharePoint, social media, etc.
• Process and maintain records of all financial transactions.
• Research and provide quotes for purchases and prepare purchase requisitions and purchase orders.
• Serve as the moderator and co-facilitator for training sessions as needed.
• Perform all other duties as assigned.

Requirements

• High school diploma or GED.
• Two (2) years’ experience in fields providing the required knowledge, skills, and abilities (e.g., employment counselor, personnel aide, or administrative aide).

All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

Benefits

• Health, dental, and life insurance.
• Retirement and savings plans.
• 13 holidays.
• Paid annual and sick time (monthly accruals).
• Paid maternity/paternity and parental leave.
• Tuition reimbursement.
• Employee Assistance Program.
• Professional development opportunities.