Salary: $19.91 - $31.32 HourlyLocation : Suffolk, VAJob Type: Part TimeJob Number: 03707Department: HUMAN RESOURCES-RISK MGMTOpening Date: 12/02/2024Closing Date: 12/10/2024 11:59 PM EasternDescriptionUnder general supervision, performs secretarial and administrative duties in support of the Risk Management Division in the Department of Human Resources under the supervision of the Risk Manager. Provides key administrative support to all functional areas within the City's Risk Management Division of the Human Resources Department, including assisting with special projects and completion of complex tasks. Work involves using a variety of office equipment to perform maintenance of the human resources information system for all employee transactions, for preparing correspondence and preparation of other associated human resources documents. Obtains and provides information on a variety of complex issues and complaints. Assists in the coordination of special events; screens and independently handles a variety of routine inquiries by telephone, email, and in person; and maintains a variety of records and files. Employee must exercise independent judgment, discretion and initiative in completing assignments. Employee must also exercise considerable tact and courtesy in frequent contact with the general public. Position will report to the Risk Manager. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. Essential Job Functions
- Provides administrative support to the Risk Management Division of the Human Resources Department.
- Performs research and provides information on a variety of citizen and/or employee issues and complaints. Performs other confidential related work for Risk Manager as needed.
- Performs general administrative tasks, which may include answering telephone calls, making copies, sending/receiving faxes, filing documentation, mailing information to employees and citizens and entering information into various I.T. systems.
- Processes incoming/outgoing mail. Receives webmail inquiries and responds to or directs to the appropriate staff for responding.
- Maintains a comprehensive, current knowledge of City policies and procedures; communicates policies and procedures to departments.
- May attend workshops and training sessions as appropriate.
- Communicates with Employees, Citizens, and Vendors and other individuals as needed to coordinate work activities and exchange information to resolve problems.
- Assist in processing Subpoena Duce's Tecum, child support and Freedom of Information Act (FOIA) requests as needed.
- Responds to routine questions, researches problems/complaints, and initiates problem resolutions.
- Scans and indexes documentation into City's document imaging system.
- May participate in examining, developing systems, implementing programs, evaluating/modifying systems, and monitoring efforts.
- Maintain fluency in the use of software systems to house, track, and retrieve risk data.
- May maintain awareness of workplace health, safety, security, and privacy activities in order to remain compliant with applicable federal, state, and local laws and regulations.
- Maintain knowledge of injury and illness incident reporting procedures and proper record keeping practices.
- Performs other related work as required.
Required QualificationsHigh School Diploma or GED, supplemented by some business coursework, and 1 to 2 years' experience in the Risk Management and/or Human Resources field or similar business field; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities. Requires a valid driver's license. Supplemental Information
- Knowledge of Risk Management and/or human resources-related policies, procedures, federal and state laws, and regulations, City and departmental rules, regulations, policies and procedures, and the ability to interpret them.
- Knowledge of the organization and functions of the City and department.
- Knowledge of modern office practices and procedures including popular computer-driven word processing, spreadsheet, desktop publishing and graphics, and file maintenance programs.
- Ability to maintain moderately complex records.
- Ability to draft routine documents and able to understand oral and written instructions.
- Ability to develop and modify work procedures, methods and processes to improve efficiency.
- Ability to compile data from a variety of sources and prepare clear reports from such information.
- Ability to exercise tact and courtesy in frequent contact with City employees and the general public.
- Ability to establish and maintain effective working relationships as necessitated by work assignments.
- Ability of speaking and/or signaling people to convey or exchange information.
- Ability to read a variety of informational documents, computer screens, procedures manuals, and computer print outs.
- Requires the ability to enter data into computer, complete a variety of forms, etc.
- Must be able to speak with poise, voice control and confidence and to articulate information to others.
- Ability to record and deliver information, to explain procedures, to follow oral and written instructions.
- Must be adaptable to performing under stress when confronted with persons acting under stress.
Seasonal Employees- No BenefitsPart-time Employees - Sick Leave (See below)Full Time Employees are eligible for the following benefits;Retirement (Virginia Retirement System employer) for employees hired on or after 1/1/14 - Hybrid MembersHybrid plan members contribute 4 percent of creditable compensation to the defined benefit plan and 1 percent to the defined contribution plan each month. Members may voluntarily contribute up to an additional 4 percent in 0.5 percent increments to the defined contribution plan each month. Members can increase or decrease their voluntary contributions on a quarterly basis. With the mandatory and voluntary contributions to the defined contribution component of the plan, members can contribute a maximum of 5 percent with a 3.5 percent match from the employer. Members invest in various investment options that best fit their needs. Vested after 5 years in the defined benefit part of the plan. Vested in phases based on years in the Defined Contribution part of the Plan. The retirement eligibility for a full or reduced retirement pension in the Hybrid Plan is very detailed. Please contact the Virginia Retirement System or the Human Resources Department for details.Paid Time Off (PTO)Yearly earnings120 Hours (1-59 months), 144 Hours (60-119 months), 168 Hours (120- 179 months), 192 Hours (180 and over)Sick Leave Part Time employees earn 4 hours per month Sick leave accrues at the end of the month and may be accrued with no ceiling.Personal LeaveAll regular full time employees are granted 24 hours of personal leave each calendar year. Personal leave must be preapproved and is not cumulative.
Health InsuranceCoverage available for you and your eligible dependents using pre-tax payroll deductions if elected.
Supplemental InsurancesEmployees may purchase the following supplemental insurance policies: short term and long term disability, cancer, accident, supplemental hospitalization, and group universal life insurance.
Employer Sponsored Short Term and Long Term Disability Provides disability coverage for employees work and non-work related disabilities. Work related disabilities are covered starting on day one (1). Non work related disabilities are covered starting on day eight (8), after you have been employed for one year.
Flexible Spending AccountsEmployees may participate in the Health Reimbursement, Dependent Care Reimbursement and Premium Reimbursement Accounts. All deductions are made on a pre-tax basis and will reduce your taxable income.
Life InsuranceThe city pays the entire premium for life insurance coverage in the amount of 2 times annual salary for natural death and 4 times annual salary for accidental death.
Optional Life InsuranceEmployees have the option of electing additional life insurance coverage in the amount of 1, 2, 3 or 4 times their annual salary. Employees may only purchase optional life insurance on spouses and children if they are enrolled in optional life insurance for themselves.
Family and Medical Leave Act (FMLA)12 weeks of job protected leave for leaves approved in accordance with the Family Medical Leave Act. Employees receive continuation of health insurance, job protection and consideration for a comparable job when available, or an equivalent job, upon return to work.
Funeral Leave24 hours of paid leave of absence in case of death in immediate family.
HolidaysSuffolk follows the Virginia State holiday calendar as set by the Governor of the Commonwealth of Virginia.
Jury Duty Time off with pay with difference between jury pay and regular pay or use annual leave and keep check.
457 Deferred Compensation, ROTH IRA, Traditional IRAOffered through ICMA Retirement Corporation as a way to shelter a portion of your salary from income taxes and save for retirement.
Employee Assistance ProgramOffers employees and immediate family members (3) free, confidential counseling sessions related to a broad range of issues such as marital or family conflict, job or personal stress, alcohol or drug abuse, financial or legal worries, etc.
Worker's CompensationShould an employee have an on the job injury, he/she could be eligible for Workmen's Compensation Benefits, except in cases of willful neglect.
Pay DaysEmployees will be paid on the 15th and last working day of each month.
Credit UnionA Suffolk Credit Union is available to employees.
Legal ServicesEmployees may prepay for access to legal assistance.
Notary Public ServicesServices available in the Human Resources Department.
Alternative Work ScheduleFor some positions -Offers 4 Alternative Work Schedule options to provide employees with greater control over their personal and professional time, as well as reducing absences.01 Which of the following reflects your highest level of education?
- High school diploma or GED
- Some college
- Associate's Degree
- Bachelor's Degree
- Master's Degree
- Doctorate Degree
02 Which of the following best describes your work experience in the Human Resources field or closely related business field?
- 0 to less than 1 year
- 1 - 2 years
- 2 - 3 years
- 3 - 4 years
- 4 - 5 years
- 5 - 6 years
- more than 6 years
03 Do you have a valid driver's license?
04 Do you have any experience working for a local government or municipality?
05 Do you have experience with the Microsoft Office Suite products listed below? Please check all that apply.
- Word
- Excel
- Publisher
- Outlook
- Powerpoint
06 Which of the following best describes your risk management experience?
- 0 to less than 1 years
- 1 - 2 years
- 2 - 3 years
- 3 - 4 years
- 4 - 5 years
- 5 - 6 years
- more than 6 years
07 Do you have experience with any other software? If you answer yes, please complete Question #10.
08 Please indicate what other software you have experience with below: Required Question