Administrative Assistant II (Talent Acquisition/Onboarding)

Salary\: $47,424 - $71,110

Position Grade\: 208G

Department\: Personnel

Job Type\: Full-Time (Permanent)

Examination Number\: EX1792

Location\: Downtown - St. Louis, MO

Incumbents in this position are responsible for performing specialized administrative, business, programmatic and support activities that assist the Talent Acquisition/Onboarding team for the City of St. Louis Department of Personnel. Duties include coordinating tasks that support Talent Acquisition (TA) Specialists with full-cycle recruitment, as well as helping Onboarding Specialists with pre- and post-hire activities. This position requires frequent contact on the phone, via email, and in person with internal and external job applicants as well as Appointing Authorities and hiring managers for all operating departments.

Essential Functions and Responsibilities\:

● Administrative Support\: Providing general administrative support to the program managers, including scheduling meetings, managing calendars, and handling correspondence.

● Maintaining and updating databases with applicant information, program data, and other relevant records (Taleo HRIS Human Resources Information System, OASIS, Google Drive, Excel Spreadsheet, Word Document).

● Acting as a point of contact for internal and external communications, including answering phone calls, responding to emails, and coordinating with other departments and agencies.

● Greeting visitors, directing them to the appropriate TA or Onboarding Specialist, and/or assisting them with the job application process.

● Responding to applicant inquiries via Talent Acquisition email.

● Liaising between the TA and Onboarding staff and providing backup assistance to onboarding activities, such as new employee Orientation, preparation of background checks, and pre-employment medicals.

● Assisting in planning and executing program events, such as job fairs and community outreach activities.

● Aiding managers in researching, writing, proofreading, and posting job announcements on City of St. Louis jobs website.

● Performing other duties as assigned.

Knowledge, Skills and Abilities\:

● Ability to successfully handle multiple priorities at one time, work effectively in a fast-paced environment, and manage daily planned and unplanned operational activities.

● Intermediate to advanced skills and abilities utilizing Microsoft Office software such as Word, Excel, and Power Point, as well as Google Drive.

● Data Utilization\: Requires the ability to perform mid-level data analysis including the ability to audit, deduce, assess, conclude and appraise. Requires discretion in determining and referencing such to established criteria to define consequences and develop alternatives.

● Human Interaction\: Requires the ability to persuade, convince and train others. Ability to advise and provide interpretation regarding the application of policies, procedures and standards to specific situations. Ability to provide guidance, assistance and/or interpretation to others, such as coworkers, other department personnel, executives, and the public on how to apply policies, procedures and standards to specific situations.

● Equipment, Machinery, Tools and Materials Use\: Requires the ability to operate, maneuver and/or provide simple but continuous adjustment on equipment, machinery and tools such as a computer, typewriter, calculator, copy and fax machines, and/or materials used in performing essential functions.

● Verbal Aptitude\: Requires the ability to utilize a variety of advisory data and information such as financial and statistical reports, budgets, statutes, procedures, guidelines and non-routine correspondence.

● Mathematical Aptitude\: Requires the ability to perform addition, subtraction, multiplication, and division; calculate decimals and percentages; perform basic algebra and descriptive statistics.

● Functional Reasoning\: Requires the ability to exercise independent judgment to apply facts and principles for developing approaches and techniques to problem resolution. Requires the ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic or schedule form.

● Situational Reasoning\: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against sensory, judgmental and/or subjective criteria, as opposed to criteria that are clearly measurable or verifiable.

● Environmental Factors\: Work is normally performed in an office environment under generally safe and comfortable conditions where exposure to irate individuals poses a very limited risk of injury.

● Physical Requirements\: Tasks involve the ability to exert light physical effort in sedentary to light work. Tasks may involve extended periods of visual concentration at a keyboard or workstation.

● Sensory Requirements\: Requires the ability to recognize and identify individual characteristics of colors, shapes, and sounds associated with job-related objects, materials and tasks.