Administrative Aide II - Pre-Employment and Onboarding

Administrative Aide II - Pre-Employment and Onboarding

Salary

$23.95 - $33.84 Hourly

Location

City of Wichita - City Hall, KS

Job Type

Full-time

Job Number

ADMIN AIDE 2 HR PP/Onboard/DOT

Department

Human Resources

Division

HR Human Resources

Opening Date

10/14/2026

Closing Date

10/25/2026 11:59 PM Central

Bargaining Unit

1000

• Description
• Benefits
• Questions

Distinguishing Features of Work

We are looking for an experienced HR Associate that will assist in areas of employment and employment processing. In this role, you will be responsible for assisting candidates with the preemployment process, onboarding new hires, managing the import and export of data, maintaining accurate FTA/DOT pools plus timely reporting, obtaining and recording HR information, managing the HR database, and assisting company employees with HR-related issues.

To ensure success as an HR Assocate, you should have excellent organizational skills, strong interpersonal skills, and working knowledge and/or understanding of employment law. Ultimately, a top-notch HR Associate is well organized, efficient, accurate and approachable.

This is administrative support work that involves administration of a large volume of transactions in the ATS management system related to hires, onboarding, employee transfers, and FTA/DOT drug pool data. Routine administrative services are provided in accordance with contracts, policies and procedures under the general direction of a higher level employee. The successful candidate will have excellent organizational skills, is accurate in their work, has an approachable demeanor, and is attentive and honest.

Position reports to City Hall with regular office hours of: Monday - Friday, 8:00 AM - 5:00 PM. For special events you maybe require to work outside of the regular office hours that could include evenings and weekends but hours worked will not exceed 40 hours a week.

Bargaining Unit: Employees Council

Posting can come down at any time

Examples of Work Performed

• Processing new employee onboarding and ensuring documents are completed timely and accurately.
• Maintaining employee confidentiality.
• This position will monitor all pre-employment activity and will enter appropriate information into the ERP management system as needed to record information. This includes, but is not limited to, Substance Testing; Department of Transportation requirements; and Personnel Actions as appropriate. This requires evaluating information, developing alternatives and formulating recommendations.
• Responsible for data entry to the ERP management system, insuring that data is complete and accurate.
• This position will process all hires (internal and external) including pre-employment processing and working with Manager's to monitor progress of document completion.
• Strong communication skills are required to communicate with new hires, internal employees, supervisors and division managers responding to employment-related inquiries.
• Composes responses to routine correspondence.
• Evaluates and modifies, and/or implements administrative support process and procedures.
• Monitors and ensures compliance with policies and procedures.
• Processes specific sets of basic and complex transactions involving employees, outside agencies, and/or citizens (finalizing pre-employment processing; final job offers; etc.).
• Maintains program or project information database or files.
• Compiles transaction summary information.
• May be asked to perform other employment-related activities in absence of other administrative staff. Cross-training and understanding of the entire employment process will be required.
• These examples are not intended to be all-inclusive. This position may support other HR staff or switch duties as the needs of the city or HR department require.
• Other related duties may be assigned as needed.

Requirements of Work

• Knowledge of electronic spreadsheet development. Demonstrated work experience using Excel in more complex functionality is required.

• Will require working knowledge of labor agreements, Human Resources policies and other regulations.

• A high level of attention to detail is required along with managing multiple data points for completion of the hiring process. Strong organizational skills are also required.

• Ability to use a computer to access, interpret, and record information.

• Ability to review complex data entry for verification of accuracy.

• Ability to communicate clearly and effectively, both orally and in writing.

• Ability to develop and maintain effective working relationships with associates, employees of other departments, representatives of other organizations, and the public.

• An employee shall not pose a direct threat to the health or safety of other individuals in the workplace.

Experience and Training

Required:

• High School Diploma or equivalent
• Five (5) years of customer service experience, demonstrating strong communication, problem solving, and interpersonal skills while maintaining professionalism and providing excellent service to internal and external customers.
• One (1) years of hands-on Human Resources experience managing pre-employment screenings, including drug and alcohol testing and background checks, onboarding processes, and Form I-9 completion and compliance.
• One (1) years' experience using an applicant tracking system (ATS) to review applications, track candidate progress, coordinate interviews, and support recruitment activities
• Two (2) years of hands-on experience managing federally regulated drug and alcohol testing programs in safety-sensitive industries, including DOT, FMCSA, Federal Aviation Administration (FAA), Federal Railroad Administration (FRA), and other applicable federal regulatory programs.
• Must be legally authorized to work in the United States without the need of a sponsorship.

Preferred

• Bachelor's degree
• Experience using NEOGOV and/or Munis for HR functions and applicant tracking

Required Testing

Human Resources Basics

Logical Reasoning - Decision Making

Office Reasoning Sample- Problem Solving

Microsoft Excel 2019 - Normal User

Employment physical, which includes drug screening, and upon satisfactory evaluation of the results of a criminal record check.

Applicants have rights under Federal Employment Laws. Please find more information under the following links:

https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/fmlaen.pdf

https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

https://www.dol.gov/sites/dolgov/files/WHD/legacy/files/eppac.pdf

CITY OF WICHITA

FULL-TIME EMPLOYEE BENEFITS

1. VACATION - Most employees with less than five years employment earn 10 days of vacation per year. After five years, accrual rates increase at varying rates to varying maximums, depending on work schedule and/or union representation. Employees can accumulate and carry forward up to 240 hours each year.

2. HOLIDAYS - There are eleven paid holidays. Employees also receive one Personal Holiday that is granted after the first six months of employment.

3. SICK LEAVE - Sick leave accrual begins at one-half day per month. After five years, sick leave accruals are one work day per month. Employees can accumulate and carry forward all unused sick leave each year. Employees who use 24 hours (3 days) or less of sick leave in a calendar year earn a "Well Day." An additional "Well Day" can be earned following a year of perfect attendance.

4. HEALTH INSURANCE - UMR / United Healthcare provides two levels of medical and prescription drug plans. Both medical plan are PPOs and do not require selecting a physician or referrals for specialty care. Both medical plans include Teladoc virtual care (primary care/mental health benefits at no charge), Dario healthy living programs, and VSP Vision benefits. Pre-tax premium deductions are offered. The City contributes 80% of the premium cost towards medical, prescription drug and vision insurance.

5. DENTAL INSURANCE - Two Delta Dental plans are offered - Preferred and Traditional. The Delta Preferred plan requires using a dentist from a smaller network for a lower premium. The Delta Traditional plan allows use of any dentist, although benefits are higher using a dentist from the large Delta network. Benefits under both plans are the same (with the exception of some Orthodontic benefits) Pre-tax premium deductions are offered.

6.LIFE INSURANCE - Low-cost voluntary term life insurance is available. Employees pay one-third of the cost. The amount of Basic Life coverage is two times annual pay up to a determined maximum amount. Dependent coverage is available at $20,000 spouse / $10,000 child(ren) for an additional $0.14 per pay period. Accidental death and dismemberment coverage is included. The plan is through MetLife.

7.SUPPLEMENTAL LIFE - Additional voluntary employee-paid term life insurance is available from MetLife at low group rates. Participation in Basic Life is required. The Life Insurance plans are portable.

8. LONG-TERM DISABILITY INSURANCE- The voluntary employee-paid group disability plan from MetLife provides 60% of pre-disability income for injury or health related disabilities. Premiums are determined by income and age.

9.VOLUNTARY ACCIDENTAL DEATH & DISMEMBERMENT - Voluntary employee-paid AD&D from MetLife offers coverage for accidental death and dismemberment.

10.RETIREMENT - The City offers two retirement plans - Wichita Employees (WER) Plan 3, and Commissioned Police & Fire Plan C-79. The WER plan is a defined contribution plan; Police & Fire is a defined benefit plan. Both are contributory - employees and the City share the cost.

11.FLEXIBLE SPENDING ACCOUNTS - Employees may elect to make FSA pre-tax deductions for dependent care and/or unreimbursed medical expenses, reducing the cost of these expenses by eliminating taxes on the amount deducted.

12. LONG-TERM CARE INSURANCE - This plan from UNUM offers facility and home care benefits for employees, spouses, and some other family members. Several options for benefit amount and duration, and specific plan features, are available.

13.MORE BENEFITS & SERVICES

Deferred Compensation Investment Program

Employee Discounts and Wichita Employee Association (WEA)

Bereavement Pay

Employee Emergency Assistance Fund

Voluntary Shared Leave Program

Training Programs

Longevity Pay

Credit Union

Employee Assistance Program (EAP)

Injury Leave (on-job injury)

Community Volunteer Events

01

The following validates my highest level of education...

• Some High School
• High School/GED
• Some College
• Associates Degree
• Bachelors Degree
• Masters Degree
• Doctorate/JD

02

I have the following years of experience in customer service, demonstrating strong communication, problem solving, and interpersonal skills while maintaining professionalism and providing excellent service to internal and external customers

• 1 to 2 years experience
• 3 to 4 years experience
• 5+ years experience
• I do not have HR experience.

03

I have the following years of experience with hands-on Human Resources experience managing pre-employment screenings, including drug and alcohol testing and background checks, onboarding processes, and Form I-9 completion and compliance

• 6 months to 1 year of experience
• 1 to 3 years experience
• 4 to 7 years experience
• 8+ years experience
• I do not have experience hands-on Human Resources experience managing pre-employment screenings, including drug and alcohol testing and background checks, onboarding processes, and Form I-9 completion and compliance

04

I have the following years of experience using an applicant tracking system (ATS) to review applications, track candidate progress, coordinate interviews, and support recruitment activities

• 6 months to 1 year of experience
• 1 to 3 years experience
• 4 to 7 years experience
• 8+ years experience
• I do not have experience using an applicant tracking system (ATS) to review applications, track candidate progress, coordinate interviews, and support recruitment activities

05

I have the following years of hands on experience managing federally regulated drug and alcohol testing programs in safety-sensitive industries, including DOT, FMCSA, Federal Aviation Administration (FAA), Federal Railroad Administration (FRA), and other applicable federal regulatory programs.

• 6 months to 1 year experience
• 1 to 2 years experience
• 2 to 3 years experience
• 3 to 4 years experience
• +5 years experience
• I do not have experience hands-on experience managing federally regulated drug and alcohol testing programs in safety-sensitive industries, including DOT, FMCSA, Federal Aviation Administration (FAA), Federal Railroad Administration (FRA), and other applicable federal regulatory programs.

06

I am legally authorized to work in the United States without sponsorship.

• Yes
• No

Required Question

Employer City of Wichita

Address 455 N. Main

Wichita, Kansas, 67202

Phone 316-268-4531

Website https://www.governmentjobs.com/careers/wichita