HUMAN RESOURCES ADMINISTRATOR

Employees must be Boston residents on their date of hire and for the duration of their employment subject to BWSC policies and collective bargaining agreements.

Position Purpose:

Performs professional and administrative duties relating to a wide variety of functions within the HR Department; assists with recruiting, benefits, performance management, onboarding and reporting; ensures organizational efficiency in the application of prescribed policies, procedures, and methods.

Essential Functions:

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

• Manage on a day-to-day basis both internal and external employment applicant tracking systems (iCIMS/PeopleSoft) to improve efficiency and timeliness for hiring processes. Works closely with other Human Resources employment team.
• Assists with the employment process by inputting applications into department network drive; assist in posting open positions both manually and electronically; generating job posting folders and job requisitions; assisting in the interview process of both co-ops and interns’ program.
• Assist in managing Coop and Interns placement and maintain oversite of BWSC and college websites.
• Assists and oversee Human Resources department Employment Processes. Identifies efficiencies and process improvements, contributes information and analysis, and makes strategic recommendations to Human Resources Director.
• Performs administrative tasks for Human Resources including preparing correspondence, documents, spreadsheets, databases and screening phone calls and mail and performs other administrative and clerical duties.
• Data entry for external and internal applications and licensure for all employment candidates.
• Creates and maintains all BWSC personnel files.
• Manages the digitalization of Human Resources files and record keeping.
• Coordinates and schedules appointments and interviews, for Human Resources employment and benefit team and assist to draft correspondence.
• Maintains and coordinates department’s individual staff schedules and departments annual calendar.
• Maintains and update all Human Resources forms and conducts audit of I-9 forms.
• Assists staff in the preparation of reports, presentations, and special projects.
• Assists in monitoring employee attendance on a monthly, quarterly, and annual basis. Prepares a monthly report on usage to the HR Director.
• Assists Human Resources team in the coordination of annual open enrollment fairs, training seminars, and workshops for hiring and benefit programs.
• Coordinates daily work and projects for the Department’s interns.
• Assists in the achievement of division goals and objectives.
• Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; and participating in professional organizations. Enhances department and organization reputation by accepting ownership for accomplishing new and different requests and exploring opportunities to add value to job accomplishment.
• Provides general office coverage, as necessary.
• Maintains and updates the department's employee personnel record files.
• Performs similar or related work as required, directed or as situation dictates.

Recommended Minimum Qualifications:

Education, Training and Experience:

Associate degree in Business or Public Administration or a related field required; Bachelor’s Degree preferred. Three to five (3 - 5) years of progressively responsible administrative experience. Any equivalent combination of education, training and experience.

Knowledge, Ability and Skill:

Knowledge: Knowledge of word processing and spreadsheets; knowledge of commonly used human resources concepts, practices, and procedures; working knowledge of federal laws pertaining to HR; working knowledge of municipal benefits.

Ability: Maintain effective working relationships with others; be accurate, thorough and well organized in working with detailed information; take initiative to assure timely compliance with deadlines and the resolution of pending matters; maintain tact and discretion in challenging situations and interactions with employees; maintain confidential information and respond quickly to unexpected projects with short deadlines or changes in important procedures.

Skill: Strong organizational and interpersonal skills; strong communication skills; highly proficient use of computers, office automation, and other department specific computer applications; skill in all the above listed technologies.

Physical Requirements:

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.

This position works at a desk; moves around inside office to access file cabinets and office machinery; traverses’ stairs; occasionally lifts objects weighing up to 10 pounds, such as supplies, folders, and books; operates a keyboard and calculator at efficient speed; views computer screen for extended periods of time. Requires the ability to recognize and identify differences between colors, shapes and sounds associated with job-related objects, materials and tasks.

Supervision:

Supervision Scope: The employee is familiar with the work routine and uses initiative in carrying out recurring assignments independently with specific instruction. Follows office protocol and procedures.

Supervision Received: Works under the direct supervision of the Director of Human Resources.

Supervision Given: On occasion interns and office clerk.

Job Environment:

• Majority of work is performed under typical office conditions; the noise level is moderate.
• Has frequent contact with city department heads, employees, retirees, brokers, insurance representatives, vendors and other municipal Personnel/HR departments. Contacts are in person, by telephone and in writing by email, fax or correspondence.
• Has access to confidential employee records.
• Errors could result in monetary loss, and legal ramifications.