Administrative Assistant (Human Resources)

The Town of Knightdale is seeking a highly organized, service-oriented professional to join our Human Resources team as our Human Resources Administrative Assistant.  This position serves as a key administrative resource for the department, providing exceptional customer service while supporting employee recognition programs, office operations, purchasing, records management, and other Human Resources functions.  We are looking for someone who is proactive, detail-oriented, exercises sound judgment, and takes pride in creating a welcoming, organized, and efficient environment.  Our Human Resources team is collaborative, supportive, and enjoys working together to provide exceptional service.  If you are looking for an opportunity to make a meaningful impact while supporting the employees who serve our community, we encourage you to read the detailed job description below and apply.


Under general supervision, performs a variety of clerical, administrative, and customer service functions in support of the Human Resources Department.  Serves as a primary point of contact for visitors while providing administrative support related to personnel records, employee programs, and departmental operations.  Work in this position requires a high degree of professionalism and confidentiality.  This position is classified as non-exempt and is subject to the Fair Labor Standards Act overtime regulations.Primary Tasks:

• Serves as the first point of contact for the Human Resources Department by professionally greeting visitors and responding to phone, email, and walk-in inquiries, providing information and directing individuals to appropriate resources or staff.
• Provides administrative and clerical support to the Human Resources Department, including, but not limited to, filing, photocopying, faxing, scanning, creating documents, maintaining files, generating correspondence, and scheduling.
• Opens and closes the Human Resources office suite.
• Receives, screens, and distributes incoming mail and packages, and prepares outgoing mail.
• Notarizes documents upon request.
• Assists with maintaining confidential records.
• Assists with requests for information and routine employment-related documentation.
• Maintains secondary employment records and related documentation.
• Maintains departmental forms, position manuals, and administrative records.
• Purges records in accordance with records retention requirements.
• Manages office supply inventory, breakroom supplies, and departmental materials, and coordinates purchases as needed.
• Enters purchase orders, submits receipts, and assists with procurement and invoice processing.
• Responsible for hospitality needs, including, but not limited to maintaining hospitality areas, preparing meeting spaces, and coordinating refreshments and catering as needed.
• Assists with the planning and logistical support for employee events, retirement receptions, wellness activities, and other employee engagement initiatives.
• Coordinates employee recognition programs.
  • Prepares birthday and employment anniversary recognitions.
  • Coordinates employee holiday gifts.
  • Orders awards, flowers, and other recognition items.
• Maintains Human Resources webpage content and assists with ensuring information remains accurate and current.
• Updates labor law posters and required workplace notices as necessary.
• Performs other duties as required.

Equipment Operated: Computer with Microsoft Office suite, copy machine, label printer, calculator, and other assigned equipment.

Reporting Relationship: This position reports to the Assistant Human Resources Director.

Working Conditions:

• Employee is not subject to adverse environmental conditions.
• Must be able to physically perform the basic life operations functions of fingering, grasping, talking, hearing, and repetitive motions.
• Must be able to perform sedentary work occasionally exerting up to 10 pounds of force.
• Must possess the visual acuity to prepare and analyze figures, perform transcription, operate a personal computer, and perform extensive reading.

Job Context:  This position works 40 hours per week during the five-day work week between the hours of 8:00 AM and 5:00 PM and is not eligible for remote work.  Overtime may be necessary to fulfill job duties.  The stress level of the job is low.

Education: Graduation from an accredited high school or GED program is required.  An associate degree in business, office administration, human resources, public administration, or a related field is preferred.

Experience: Administrative support or clerical experience involving public contact preferred, preferably in a human resources, municipal or professional office setting.

Knowledge, Skills, and Abilities:

• General knowledge of the organization and functions of local government, preferably in a human resources setting.
• Thorough knowledge of Microsoft Office.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Ability to execute assigned tasks efficiently with strong attention to detail.
• Ability to establish and maintain effective office and administrative systems and processes.
• Ability to establish and maintain effective working relationships with employees, elected officials, department directors, vendors, and the public.
• Ability to communicate effectively both orally and in writing.
• Ability to prioritize multiple assignments and meet deadlines.

Special Requirements:

• Possession of a valid North Carolina driver’s license.
• Notary Public designation preferred.

The Town of Knightdale is an equal opportunity employer.