Sr. Administrative Assistant; A262010-2 Administration

Position: Sr. Administrative Assistant, (A262010-2), 207, Administration
Provides highly responsible executive-level administrative, operational, and project support to the Director of Human Resources and the Human Resources Administration Division. Coordinates and manages confidential administrative functions, departmental initiatives, City Council agenda processes, budget support activities, records management, interdepartmental communications, and strategic projects. Serves as the liaison between Human Resources, City departments, external agencies, and the public while ensuring compliance with applicable policies, procedures, records retention requirements, and municipal regulations.

Exercises independent judgement, discretion, and professionalism in handling sensitive and confidential information.

ESSENTIAL DUTIES & RESPONSIBILITIES

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

* Provides advanced administrative support to the Human Resources Administration Division.

* Manages complex calendars, scheduling priorities, travel arrangements, meeting coordination, and executive correspondence for the Human Resources Director or designee.

* Screens, prioritizes, and responds to inquiries, correspondence, and requests requiring independent judgment and discretion.

* Coordinates departmental meetings, executive briefings, presentations, and strategic planning sessions.

* Prepares professional correspondence, reports, presentations, memoranda, briefing materials, spreadsheets, and other administrative documents.

* Coordinates preparation, review, routing, and submission of Human Resources-related City Council agenda items, resolutions, contracts, and supporting documentation.

* Tracks agenda deadlines and coordinates approvals with the City Manager's Office, Budget Department, Purchasing, and City Attorney's Office.

* Maintains records of approved agenda items, council actions, and follow-up assignments to ensure timely implementation and compliance.

* Assists with departmental strategic planning initiatives, operational projects, organizational studies, and special assignments.

* May assist with departmental projects and monitor timelines, deliverables, and reporting requirements.

* Assists in developing departmental procedures, administrative practices, and workflow improvements to enhance operational efficiency.

* Conducts research and compiles data related to HR programs, compensation, benefits, recruitment, organizational trends, and benchmarking initiatives.

* Assists with preparation, monitoring, and reconciliation of the departmental budget, including personnel, operational, training, and contractual expenditures.

* Monitors expenditures and prepares budget adjustments, transfers, and supporting documentation as needed.

* Coordinates procurement-related administrative functions, including purchase requisitions, invoices, contracts, and vendor correspondence.

* Coordinates departmental records management activities in accordance with records retention schedules, City policies, and applicable laws.

* Serves as departmental liaison for Public Information Act requests and coordinates document retrieval, review, redaction, and submission with the City Attorney's Office.

* Maintains confidential personnel, legal, and administrative records in compliance with applicable federal, state, and local regulations.

* Assists with compliance tracking related to audits, accreditation reviews, reporting requirements, and internal controls.

* Serves as a liaison between Human Resources and City departments, external agencies, vendors, elected officials, and the public.

* Responds to inquiries regarding departmental operations, policies, procedures, and council actions.

* Maintains professionalism, confidentiality, and diplomacy when handling sensitive or complex matters.

* Provides administrative coordination and support for department-wide initiatives, including but not limited to recruitment campaigns, employee engagement initiatives, benefits open…