Job Description

Position Description

Invitation to Compete #65-23: Human Resources Senior Administrative Specialist

Central Library, Human Resources, 1000 4th Ave, Seattle
Temporary, FLSA non-exempt, full-time (80 hours per pay period) position

$31.94 - $38.78 per hour

This position is open to the public and to The Seattle Public Library\'s employees. This position will work 40 hours per week, Days, Monday - Friday. The ability to work a hybrid schedule - both in-office and remote. The anticipated start date for the role is August 30, 2023 and the expected end date of the assignment is October 24, 2023 (subject to change).

Candidates are invited to submit an application, cover letter and resume in NEOGOV by 5:00 p.m. on Thursday, August 17, 2023. Please read the How to Apply section of this bulletin for more information.

Overview

The Seattle Public Library\'s mission is to bring people, information and ideas together to enrich lives and build community. We view Seattle as a city where imagination and opportunity continue to thrive. Since 1891, we have grown from a single reading room in Pioneer Square to a world-class library system with 27 locations.

The Library works every day to foster and support a healthy city and a healthy democracy. We do this work guided by the principles of intellectual freedom, literacy and the love of learning, racial equity, privacy and confidentiality, respect for the community, strong partnerships and innovation. We are an active and committed partner in the City of Seattle\'s Race and Social Justice Initiative.

Library employees are highly regarded by the public for their knowledge, quality of service and caring. As a workplace, we value respectful and transparent communication, partnership and engagement. We are enriched individually and organizationally because of our diversity. We take time to recognize and celebrate the achievements of others.

If you share these values and meet the qualifications, the Library invites you to apply for the Human Resources Senior Administrative Specialist position.

Job Responsibilities

The position\'s work is under the general direction of the Human Resources Manager, but may receive guidance from other department staff depending on the assignment. Supports the ongoing HR and Library administrative, communication and support functions with tact and discretion related to confidential and sensitive information. As a focal point for communication and resources between HR department staff, library staff and the public, the position performs diverse HR and Library System administrative functions in an accurate and timely manner including; general HR reception, correspondence and triage services; new employee onboarding, generate offer letters, coordinates, oversees the department phone system; and administers processes or projects as assigned.

The Senior Human Resources Administrative Specialist interacts extensively with Library staff throughout the system through interpersonal contacts, official means, telephone and e-mail, and must apply knowledge of department policies and procedures and laws, rules, and practices relating to human resource administration. The work of the position is subject to frequent interruptions with changing priorities.

Support may include the use of databases, word processing and other office software and automation, composing correspondence and materials, compiling statistics, seeking information for various projects, and other paraprofessional support activity. The position proofs and prepares documents in final form. The position also provides similar office support to the Advocate for Reference Services as needed.

Typically, the position is engaged in multiple activities and projects at any given time, and must exercise elements of work planning and prioritizing and project management. Priorities and service needs frequently change in response to new organizational needs. Furthermore, the position\'s activities greatly depend on the use of database management and office applications, Internet resources, network communications and other aspects of information technology in office and library settings.

Essential Duties
Contribute to the effective delivery of human resources administrative and support services in a timely and accurate manner including, but not limited to:

• Triaging and responding to staff and public questions and concerns via in-person, email or telephone in a confidential and discrete manner. Providing guidance as needed and assigned, to department staff and volunteers.
• Creating and coordinating new hire and promotion offer letters as necessary.
• Scheduling, communicating and facilitating onboarding, new hire orientations, Central Library tours, staff separations and related documentation. Creating staff building and coordinating credential, network access set-up and terminations and schedule.
• Processing Personal Action Forms (PAFs) and maintaining staff records and related databases.
• Overseeing, developing and maintaining physical and digital databases, records and files, electronic communications, and related information technology used in performing human resources functions.
• Creating, proofing and disseminating written communications throughout the Library System or as requested. Providing relevant information to staff and supervisors regarding staff status and coordinating transactions with payroll.
• Attending assigned meetings and compiling reports and documentation for employee and labor relations activities.
• Coordinates calendar and meeting logistics as requested.
• Reviewing and streamlining assigned processes and related documentation.
• Assisting with recruitment such as screening and corresponding with applicants as needed.
• Performing or assisting with implementing long and short term metric driven projects, reports and assignments. Adhere and enforce established policies and procedures.
• Performing duties as assigned.
• Reporting to work on a consistent and predictable basis.

Develop internal and external partnerships without direct authority based on trust, confidentiality, respect and competence to effectively navigate and communicate Library policies and procedures and positively influence Library initiatives and outcomes.

Qualifications

Application materials should demonstrate that a candidate possesses the following experience and qualifications:

Experience. Three years of work experience in Human Resources and/or administration. Experience should include working in an office environment with a variety of responsibilities with great attention to detail including written correspondence, employee onboarding, multitasking, partnering and communication, data entry, database management, HR file administration and retention and administrative support experience in developing, maintaining and supporting day-to-day and HR and organizational projects and initiatives.

Interpersonal and communication skills. Excellent written, verbal and interpersonal communication skills working with an ethnically and culturally diverse population and all levels of an organization\'s hierarchy. Attention to detail and a high level of accuracy are paramount. The ability to develop a wide range of written materials, present information. Ability to work independently and within a team-based environment and collaborate with others. Ability to manage meetings, facilitate the resolution of issues and influence others.

Information management skills. Ability to gather and analyze data from a wide variety of sources, to use various analytical methods and to interpret information for others. Intermediate knowledge of and experience with distributed databases and formal HRIS and payroll systems is desired.

Business skills. Ability to conduct research, analyze complex information, and make recommendations. Intermediate level expertise in general office applications, including word processing, spreadsheets, database development and use, Internet and web based services, e-mail, and basic desktop publishing. Consistent attention to detail in all areas of responsibility.

Judgment. Ability to recognize and respond effectively to situations requiring tact, confidentiality, discretion and initiative. Ability to prioritize multiple job requirements and tasks and to ensure effective action and follow-through. Ability to exercise tact, good judgment and discretion in handling highly confidential and sensitive materials and information.

Additional Information

How to Apply
Please submit the following items by 5:00 p.m. on Thursday, August 17, 2023 to be considered for this position. Your application will not be considered if these items are missing or incomplete.

• Online application.
• A cover letter that describes how your experience and skills align with the job responsibilities and qualifications. Please let us know why you want to do this work.
• Current resume that summarizes relevant education, experience, knowledge and skills.

Applications that do not include a cover letter, resume, and complete online application will not be considered.

Applicants will be screened for competitiveness, completeness, and written communication skills. Initial screening will be based on a review of application materials. The employment history detailed in your application materials MUST validate/support your responses to the supplemental questions. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process. The most competitive candidates will be invited to participate in a series of one or more interviews.

Benefits and Salary Information
The full salary range for this position is $31.94 - $38.78 per hour. Step 1 is typically offered as a starting rate.

This temporary position is eligible for sick leave and the Employee Assistance Program.

Additional Information

Who may apply: This position is open to all candidates that meet the minimum qualifications. The Seattle Public Library encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with diverse life experience. We actively work to eliminate racial and other disparities and welcome candidates with diverse backgrounds and/or multicultural skill sets and experiences.

If you have questions regarding this bulletin or employment at The Seattle Public Library, please send an email to . The Library promotes diversity and inclusion in employment. If accommodations are needed during the selection process, please contact us.
Please keep in mind that job offers are contingent on a review of criminal history as well as verification of information provided by the applicant as part of the application process.

The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.

More information about employee benefits is available on the City\'s website at:

City of Seattle