HR Administrative Specialist III - temporary [United States]

 

Position Description

The City of Seattle's Municipal Court’s (SMC) mission is to provide a forum for people to resolve alleged violations of the law in a respectful, independent, and impartial manner. The Court is dedicated to advancing social justice issues by supporting personal, structural, and systemic change in our community, and building a diverse workforce. The Court works collaboratively to realize the City’s vision of racial equity by participating in the City of Seattle’s Race and Social Justice Initiative (RSJI). Candidates with the ability to effectively collaborate with multicultural communities are encouraged to apply.

The Court aims to hire people committed to being respectful and impartial when addressing customer issues, thereby ensuring the public's trust and confidence in the judicial system.

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SMC is seeking qualified candidates for a Temporary HR Administrative Specialist III, to provide administrative support for the Court’s dynamic HR team. The person in this role will support talent acquisition, talent management, and records management. They will manage supply orders, maintain HR’s SharePoint pages, and provide general administrative support for the HR Director. This position will report directly to the HR Director.

YOU WILL BE MOST SUCCESSFUL IN THIS POSITION IF YOU:

• Are committed to advancing equity, social justice, diversity, and inclusion goals.
• Thrive in a fast-paced collaborative team environment.
• Can proficiently use OneNote, Teams, SharePoint, Outlook, Excel, Word, PowerPoint, Adobe Sign, or similar.
• Adapt to frequent changes in work assignments, technology, processes, and procedures.
• Have a commitment to public service and you strive to provide excellent service to internal and external customers.

The initial review of applications will take place for those submitted by 4:00 PM Pacific Time on Monday, June 12, 2023; to ensure consideration, please apply by this date. Candidates are encouraged to apply as soon as possible.

NOTE: This is a temporary position. We anticipate this position will work full-time (40 hours per week) for approximately 90 days. The duration of this temporary assignment may be ended or extended based on the business needs of the department. This temporary assignment will receive premium in lieu of benefits.

Additionally, you will be prepared to take on this role if you have following experience, commitments, skills, and abilities:
Experience

• Building respectful and collaborative relationships with people at all levels of an organization
• Record management creating, maintain and archive employee files and other HR-related files in accordance with City and Court retention policies.
• Supporting a team and interacting with staff, management, and departments divisions.
• Proficiency and ease with using Microsoft Office and database systems.

Committed to:

• Advancing equity, diversity, and inclusion goals.
• Learning new systems and supporting transformational change.

Skilled in:

• Developing and editing content for SharePoint and InWeb sites.
• Project management skills and the ability to handle sensitive and confidential information.
• Calendar management of projects and coordinating meetings for upper management.

Ability to:

• Demonstrate excellent communications skills, both written and oral.
• Work independently while paying careful attention to the details.
• Ensure all work assignments are completed in a timely and professional manner while providing high quality service.

Job Responsibilities

General Administrative Support

• 
  Performs receptionist duties that include responding to the public and court employees seeking information pertaining to Human Resources.
• Serves as the confidential assistant to the HR Director with a variety of operation and administrative projects that are HR-confidential related matters.
• Work closely with the HR Director to develop and monitor HR metrics for the progress of projects and workload.
• Responsible for ordering and maintaining office supplies, ensuring HR communication pieces (e.g., employee handbooks, general HR documents) are updated, and coordinating maintenance of office equipment / housekeeping.
• Support the coordination of employee engagement events, including room scheduling, event set up, purchases of goods/services. Review cost estimates and agreements to ensure financial compliance requirements. Interface with event coordinators and vendors as needed.

HR Metrics/HRIS/ SharePoint and InWeb Support

• Effectively handle the Administration of Training Database (Cornerstone).
• Develop, edit, maintain contents for the HR Inweb and SharePoint site.
• Ensure HR information is accurate and up to date.

Records/Access Management

• Create, maintain, and archive employee files and other HR-related files in accordance with City and Court retention policies.
• Effectively administer the employee Key card system which includes ordering new and replacement cards for employees/Interns/Volunteers, ensure the Court complies with building access requirements, and maintaining appropriate record keeping and building access.
• Serve as back-up in conducting Criminal Background checks for the Court (e.g., recruitment, volunteers, contractors).

Recruitment support

• Coordinate required DEI Recruitment training for recruitment panelists.
• Update and maintain recruitment calendar.
• Update and maintain recruitment panelist worksheet.

Qualifications

MINIMUM QUALIFICATIONS
3+ years clerical support experience
OR
A combination of education, training and/or experience which provides evidence of the ability to perform work of the class.

Additional Information

Work Environment
This position offers the flexibility of a hybrid work schedule.

Why Work at the City

The City of Seattle recognizes every City employee must play a role in ending institutional and structural racism. Our culture is the result of our behavior, our personal commitments, and the ways that we courageously share our perspectives and encourage others to do the same. To cultivate an antiracist culture, we seek employees who will engage in dismantling racist policies and procedures, unlearn the way things have always been done, and create and provide equitable processes and services.

SALARY
The full salary range for this position is $30.78 - $33.78 per hour.
Hiring Process

Qualified candidates must submit the following to be considered.

• Completed NEOGOV online application.
• Supplemental questionnaire responses.
• Cover letter describing how your skills and experience align with the stated job responsibilities and qualifications.
• Current resume indicating relevant experience and education.

Your application will not be reviewed if any of these items are missing or incomplete.

Application Tips:

• Update your application to make sure the employment dates on your application match the employment dates on your resume.
• Give us the details of the responsibilities and tasks you performed in your current and previous positions. The more detail you provide, the better we can understand how your qualifications align with the needs of our opening.

Offers of employment are contingent on verification of information provided by the applicant as part of the application process, including potential background check, pre-placement physical exam, and full driver's abstract.

Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.

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