Administrative Coordinator (Human Resources)

SUMMARY The incumbent under the guidance of the Director of Human Resources is responsible for providing secretarial and clerical support as needed within the Human Resources Department. ESSENTIAL DUTIES AND RESPONSIBILITIES Other duties may be assigned. Note: All City of Fort Smith positions require the employee to provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees, and have regular and reliable attendance that is non-disruptive. Must show cooperation and respect to fellow employees and supervisors at all times. 1. Answer phone, greet visitors and open and distribute mail. 2. Type letters, memos and forms as requested or needed. 3. Maintain personnel files on active and terminated employees. 4. Receive, review and respond to a wide range of questions regarding personnel related issues. 5. Maintain adequate office supplies. 6. Assist Human Resources Coordinator and Benefits Administrator in carrying out the full range of personnel functions. 8. Maintain Human Resources "200" accounts on annual budget. Prepare budget adjustments as needed or requested. 9. Prepare and process new hire/employee packets. 10. Provide support function for the full range of activities in the Human Resource management field. 11. Prepare, assist and or verify completion of medical, dental and vision enrollments and/or change requests. 12. Prepare and maintain accurate records for all enrollments and/or change requests for new and current employees by data entry. 13. Prepare monthly billing and all associated paperwork in an accurate manner. 14. Verify medical insurance coverage. 15. Assist insurance companies with various questions on a daily basis. 16. Research problems with claims and contact providers or insurance companies as needed. 17. Assist in coordinating various employee training programs. 18. Process LPO's, PO's and RFP's. 19. Process Verification of Employment requests in a timely manner. 20. Performs other related duties as assigned. 21. Regular attendance and timeliness is required. QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Communication and public relation skills are essential based on daily contact with the public. Must be able to coordinate with numerous employees and patrons and resolve problems. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High school diploma or GED with study courses in office equipment. Two years experience in a business office environment. Must be proficient in data entry and word processing as well as record maintenance. OTHER SKILLS AND ABILITIES The incumbent should possess excellent computer skills and knowledge of word processing and spread sheet programs. The incumbent must have good verbal and written communications skills as well as good organizational skills. Problem solving and analytical ability are required to perform the duties of this position. Excellent communication and interpersonal skills are also required. The incumbent should have knowledge of modern office practices, procedures and equipment. Must be capable of clearly communicating requirements, policies, procedures, and billing information to customers. This position requires intense concentration and ability to make quick decisions based upon established procedures. PHYSICAL DEMANDS 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. While performing the duties of this job the employee must occasionally stand, walk, talk and hear. Frequently sit; use hands to handle objects, and reach with hands and arms. The incumbent must also stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close, color and distance vision. The employee is occasionally required to lift up to 25 pounds. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.