Administrative & Executive AssistanceAdministrative Support
About the job
Requirements
One year of increasingly complex customer service and administrative experience is required.
Proficiency in basic Microsoft Office functions and troubleshooting copiers and printers is required.
Strong customer service, time management, and organizational skills are required.
The ability to research and find solutions for common customer service calls and support requests is required.
A high school diploma or equivalent is required.
Verbal and written English proficiency is required.
The role requires the ability to rotate between standing and sitting, some light lifting and physical mobility, and manual dexterity and fine motor skills for typing, phones, and related tasks.
The role requires extended computer use and screen viewing.
Responsibilities
Provide customer service to job applicants, employees, and members of other work teams; respond to routine employee and public questions and information requests, including employment verifications, coordinating responses with other HR employees when needed.
Answer phones, direct calls, handle in-person inquiries, and provide general office support, mainly for the Exceptional Services focus area.
Create and maintain electronic and other files and records; order supplies, business cards, and other resources; maintain inventory and tracking as needed.
Sort and distribute mail, faxes, copies, and scans while maintaining confidentiality and directing materials to the appropriate individual or team.
Create documents and forms using software tools; enter data into systems; and prepare routine reports and data to support other team members.
Support new-hire processes by completing employment records such as Form I-9 and creating ID badges with the correct location-access assignments.
Provide basic support for copiers and other office equipment and coordinate requests for advanced vendor service.
Support meetings, events, and training by ordering food and other resources, researching and reserving locations, assisting with room setup and basic technology setup and troubleshooting, and creating and sharing calendar invitations to track headcount and enrollment and communicate schedules.
Complete special projects and cross-train with team members to provide backup support where needed.
Track records and activities and handle recurring tasks or projects, such as coordinating monthly service awards, paying routine invoices, entering safety incidents into tracking tools, scheduling job interviews, or supporting a specialized area.
Desired Qualifications
Availability to work Monday through Friday from 8 a.m. to 5 p.m. is preferred.
Proficiency in Spanish is preferred.
Proficiency in American Sign Language is preferred.
Are you looking for a part-time opportunity where you can make a positive first impression and support a busy, collaborative team? Do you enjoy working with people, providing excellent customer service, and handling a variety of administrative tasks? If so, consider joining the City of Olathe’s Human Resources team.
In this role, you will serve as a key point of contact for visitors and callers by greeting guests, answering and routing phone calls, and providing administrative support for a fast-paced HR team. We are looking for someone who enjoys customer interaction, values teamwork, and is interested in contributing to a team focused on continuous improvement, excellent service, and collaboration.
This is a part-time position scheduled for 29 hours per week . The desired availability is Monday through Friday from 11:00 a.m. to 5:00 p.m. The availability to work hours Monday through Friday from 8 a.m. to 5 p.m. is preferred.
At the City of Olathe, we are committed to learning and growth. This position offers the opportunity to build new skills, take on a variety of responsibilities, and contribute in meaningful ways each day. If you are someone who enjoys work that is dynamic, people-focused, and never quite the same from one day to the next, we encourage you to apply. The expected starting pay for this role is $18.62 to $22.00 per hour and will be based on candidate qualifications.
For more details, review the full job details and requirements below.
The Human Resources Assistant I performs a variety of customer service and administrative duties with a significant focus on work supporting the Human Resources (HR) function. A significant portion of their time is spent on responding to internal and external customer service requests through email, phone, and walk-ins. They utilize strong customer service and problem-solving skills to provide assistance to employees and the public. This position is part of a three level career progression of HR Assistant I, II, and III.
Key Responsibilities
Provides customer service to job applicants, employees, and members of other work teams; responds to basic or routine employee/public questions and requests for info including employment verifications and coordinates response with other HR employees when needed; answers phones, directs calls, and handles in person inquiries; provides general office support to a variety of individuals, mainly the Exceptional Services focus area; creates and maintains a variety of files and records, including electronic records; orders supplies, business cards, and various other resources, maintaining inventory and tracking as needed; sorts and distributes mail, faxes, copies, and scanning being mindful of confidentiality and ensuring items are directed to the correct individual or team; creates documents and forms using a variety of software tools; enters data into systems and pulls routine reports and data to support the work of other team members; supports the new hire process in the completion of a variety of employment records such as the form I-9 and creating ID badges with the correct location access assignments; provides basic support for copiers and other office equipment and coordinates requests for more advanced service from a vendor.
Provides support for a variety of meetings, events, and training; orders food and other resources for events or training; researches available locations for activities and secures reservations; assists with room set-up including basic technology set-up and troubleshooting; creates and shares calendar invitations for the purposes of tracking headcount/enrollments and to communicate the scheduling of the activity.
Completes special projects and cross trains with other members of the team to provide back-up support where needed; tracks various records and activities and may be responsible for recurring tasks or projects such as coordinating monthly service awards, payment of routine invoices, entering safety incidents into tracking tools, scheduling job interviews, or other assignments supporting a specialized area.
Qualifications
Experience: One year of increasingly complex customer service and administrative experience is required along with excellent computer skills including proficiency with Microsoft Office basic functions and troubleshooting for copiers/printers. The successful candidate will also need strong customer service, time management, and organization skills as well as the ability to research and find solutions for common customer service calls and requests for support.
Education: A high school diploma or equivalent is required.
Licenses & Certifications: None required.
Language: Proficiency with verbal and written English language required. Additional proficiency with Spanish and American Sign Language preferred.
Environmental or Physical Demands: Work is sedentary in nature and requires work in an office setting with the ability to rotate between standing and sitting. Some light lifting and physical mobility is required. The work requires manual dexterity and fine motor skills for typing, phones, and other tasks. A significant amount of time is spent on a computer looking at computer screens.