HR Administrative Assistant

Assist in managing and maintaining worker compensation claims for Risk Manager by assigning claim/incident numbers, uploading photographs and supporting documentation, tracking insurance correspondence, tracking invoices and payments, maintaining repair estimates, tracking dates and deadlines, and maintaining correspondence with departments, insurance carriers and third-party administrators. Attend monthly Safety meetings, take notes and send to the Risk Manager (not sure if this would fall under payroll)Obtains Purchase Requisitions for job ads, pre-employment testing, etc. and reconciles the invoices for them.(Obtaining purchase orders for job ads and pre-employment testing would not all under payroll)Assists with other HR duties as assigned by HR Director; May serve as back-up to various other HR department staff as requested.

Nature of Work This is very responsible administrative work within the organization to run the daily functions of the Human Resources Department at the City of Pigeon Forge. Activities associated with the job include providing administrative support for recruitment, benefits and leave, workers compensation, and other related duties for the Human Resources Department. Job responsibilities require thorough knowledge of standard office practices and procedures, considerable experience performing office administrative functions, dedicated attention to detail, and strong interpersonal, organizational and decision making skills. Job performance is evaluated by the Human Resources Director with consultation through review of the level of administrative support provided for the department, knowledge and expertise in office administrative and procedures and interpersonal, organizational and decision making skills. Essential Functions/Typical Tasks Provides office assistance and administrative support to HR staff.Types correspondence; answers the telephone; responds to inquiries; schedules appointments; maintains records and files; prepares reports.Receives, opens, processes and sorts mail for the Human Resources Department. Prepares and maintains personnel records and files in an organized and accessible manner documents to do with benefits, physicals, pre-employment paperwork, employment verifications, workers compensation, etc.Provides information on request on a variety of administrative polices and related regulations and rules and open records request.Communicates with other departments, employees, applicants, and the public on various topics related to HR.Creates or obtains Purchase Requisitions for job ads, pre-employment testing, travel, events items, miscellaneous items, etc. and reconciles the invoices for them.Assists the Human Resources Generalist with recruitment and selection activities which include, scheduling and preparing packets for interviews and checking references.Assists the Human Resources Generalist with maintaining and updating the job requisitions and postings for job openings with the City by using the Kronos software and other means to advertise for positions.Assists with new employee orientation and onboarding and making of badge.Assists with preparation and coordination of training with city staff by direction of other HR staff.Performs various administrative duties to the HR Dept in form of written communication when needed for policies, meetings, conditional offers, FMLA administration, terminations, etc.Send birthday and get-well cards to employees.Assists with the administration of employee benefits, which may include collecting and submitting employee information and notice of change in status to health, dental, life, disability, and other insurance carriers or insurance brokers.Assists with completing payroll notices employee related changes such as pay, positions, department moves, etc.Plans and supports company-wide information meetings such as open enrollment, new hire orientation, and meetings to announce or discuss changes in retirement or benefits plans.Enter and manage various claims such as property, workers compensation, vehicle accident, and citizen/public clik fix related claims.Assist in managing and maintaining worker compensation claims for Risk Manager by assigning claim/incident numbers, uploading photographs and supporting documentation, tracking insurance correspondence, tracking invoices and payments, maintaining repair estimates, tracking dates and deadlines, and maintaining correspondence with departments, insurance carriers and third-party administrators. Serve in an administrative role to the safety committee by scheduling meetings, typing minutes, maintain records, and other related duties as needed.Administer and manage the Hep B vaccines and titers offered to city employees who meet certain criteria. Send out correspondence and track completion of vaccines.Assist with the Safety Boot Program.Servers as backup to process bi-weekly payrolls for all City employees after entering updating leave records, deductions and payroll adjustments.Assists when needed in addressing issues and or discrepancies with employees timesheets/payroll with department heads and obtains authorization for changes in employees s status, pay, use of leave, etcAssists with processing miscellaneous information in the payroll system as needed.Assists with filing of unemployment claims and processing of verification of employment forms for employees as needed.Answers benefit related questions from employees.Order flowers/snack baskets for employees who stay in hospital or for the passing of immediate family.Make badges for all new hires and replacements as needed for employees.Send new hire pictures to the Department of Tourism for the weekly newsletter.Attend monthly Safety meetings, take notes and send to the Risk Manager (not sure if this would fall under payroll)Obtains Purchase Requisitions for job ads, pre-employment testing, etc. and reconciles the invoices for them.(Obtaining purchase orders for job ads and pre-employment testing would not all under payroll)Assists with other HR duties as assigned by HR Director; May serve as back-up to various other HR department staff as requested.Performs related duties as required.