Human Resources Administrative Assistant

at  City of Boston

Overview:
This is a provisional appointment.
Reporting to the Director of Employment Services, the Human Resources Administrative Assistant will perform a variety of administrative and clerical duties within the Human Resources Division.
Responsibilities:

The HR Administrative Assistant’s primary responsibilities include preparing and processing various documents and electronic forms relating to all personnel transactions for department personnel, providing administrative and clerical support to the Employment Services unit, and assisting with assignments that support the success of the Human Resources Division.

• Assist in the hiring process for civilian personnel, including tracking new hires and applicants.
• Enter and maintain applicant information and status using ICIMS.
• Administer requisitions in the Career Center; ensure job requisitions in iCIMS conform to personnel policies and procedures, i.e., checks to ensure details such as number of targeted and available openings, position numbers, posting dates and sites, departmental promotional language, skills/experience conform to accepted policy, and hiring team and question sets are entered correctly.
• Maintain interview and hiring records.
• Schedule screening assessments and pre-screening appointments (i.e., drug tests, fingerprints) for prospective candidates.
• Coordinate pre-employment paperwork and onboarding process.
• May administer employment screening tests for prospective candidates.
• Assist in scheduling interviews for various departments as needed.
• Assist candidates with the employment process and the completion of new hire forms.
• Process hire transactions in PeopleSoft.
• Serve as backup to other HR assistants.
• Assist with Human Resources projects and assignments such as the Recruit Class, Promotional Exams, and Annual Compliance.
• Perform other related work as required.

Minimum Entrance Qualifications:

• Applicants must have a minimum of three (3) years of full-time or equivalent part-time paid professional experience performing administrative work.
• Ability to exercise good judgment, focus on detail, and maintain a high level of confidentiality as required by the job.
• The ideal candidate should have excellent organizational, communication, writing and interpersonal skills; demonstrated attention to detail and a strong work ethic.
• Preference is given to applicants with human resources and HRIS/HCM systems experience.

• Assist in the hiring process for civilian personnel, including tracking new hires and applicants.
• Enter and maintain applicant information and status using ICIMS.
• Administer requisitions in the Career Center; ensure job requisitions in iCIMS conform to personnel policies and procedures, i.e., checks to ensure details such as number of targeted and available openings, position numbers, posting dates and sites, departmental promotional language, skills/experience conform to accepted policy, and hiring team and question sets are entered correctly.
• Maintain interview and hiring records.
• Schedule screening assessments and pre-screening appointments (i.e., drug tests, fingerprints) for prospective candidates.
• Coordinate pre-employment paperwork and onboarding process.
• May administer employment screening tests for prospective candidates.
• Assist in scheduling interviews for various departments as needed.
• Assist candidates with the employment process and the completion of new hire forms.
• Process hire transactions in PeopleSoft.
• Serve as backup to other HR assistants.
• Assist with Human Resources projects and assignments such as the Recruit Class, Promotional Exams, and Annual Compliance.
• Perform other related work as required