ORGANIZATION AND AREA INFORMATION: Nestled in the central part of Southeastern Arizona’s Gila Valley, the City of Safford is a thriving rural Arizona City. With a population of just over ten thousand, it is the largest municipality in Graham County. Incorporated as a town in 1901 and becoming a city in 1955, Safford has become the major hub for Southeastern Arizona. The City of Safford as an organization has multiple different departments and over 230 staff members including full-time employees, seasonal employees, volunteer firefighters and councilmembers to staff all the different positions at the City. The City also provides all utilities for its residents and other residents in surrounding areas. In addition to the major utilities of gas, water, electric, sewer, and sanitation, the City has a landfill and airport that service the county.

SUMMARY: Under general supervision, provides staff support and administrative assistance to the Human Resources Officer by coordinating office and administrative activities.

DISTINGUISHING CHARACTERISITICS: This is a singular tiered position that reports directly to the Human Resources Officer.

ESSENTIAL JOB FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills and other characteristics.  The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks. The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Schedules interviews, creates interview packets, and assists with the interviewing and screening process of applicants as requested by Department Heads and Managers.
• Coordinates new hire recruitment advertisements for hard to fill positions (including creating a new social media ad monthly for publishing), i.e., newspaper ads, website, job service, etc.
• Posts new City of Safford (COS) vacancies on the COS website, Indeed, AZ League of Cities & Towns site, with the DES office, Facebook, LinkedIn and veterans’ websites. Posts internal and departmental vacancies.
• Completes Human Resources supply ordering as requested by other Human Resources team members.
• Completes Human Resources check requests for invoices as requested by other Human Resources team members.
• Maintains electronic personnel files. Maintains other files when needed (electronic and hard copy), with current and easy to retrieve information.
• Completes various surveys, employment verifications, new hire references and other requested reports such as the volunteer hours report, monthly CES report and monthly birthdays report (for Clerk’s office).
• Maintains the City’s safety data sheet management system reaching out to departments annually for chemical list updates and keeping printed binders for each location updated.
• Prepares the annual training plans in Vector Solutions Safe Personnel system and sends management reminders on outstanding assignments.
• Runs longevity reports and creates longevity certificates, longevity check requests and prepares longevity packets to include longevity coins for disbursement on a quarterly basis.
• Updates job descriptions as requested by management and maintains job descriptions in an organized fashion in Laserfiche and on the City of Safford website.
• Updates the organizational chart every 6 months.
• Serves on the Employee Appreciation Committee (EAC) in accordance to the EAC guidelines, this may include serving in different capacities and in different vacant committee positions Coordinates Human Resources responsibilities for the Employee Appreciation Committee, to include running errands, creating shopping lists, planning and creating decorations, meal/cater ordering, etc.
• Acts as the City’s wellness representative for all RAGHT wellness needs to include coordinating the health screenings, processing wellness marketing material, and processing wellness dollar prize purchases.
• Assists the HR Officer and HR Analyst as needed with annual significant/large projects such as ACA-1095’s, pool staff onboarding and open enrollment.
• Coordinates the random drug testing of safety sensitive employees.
• Tracks and processes employee probationary and annual evaluations to include spreadsheet tracking, calendar reminders, email reminders, and processing personnel action forms as needed for increases.
• Tracks certification and license renewals and expirations to include spreadsheet entries, calendar reminders, email reminders and processing personnel action forms as needed for differentials.
• Processes unemployment claim requests.
• Processes education reimbursement requests.
• Produces and publishes the monthly employee HR newsletter.
• Prints employee ID badges for current and new staff members.
• Administers language skill testing as requested for language differential eligibility.
• Will continually train to provide backup assistance for the HR Analyst in the case of absence for vacation and leaves of absences. Processes public records requests.
• Answers the telephone, greets visitors to the department and provides appropriate information and assistance.
• Keeps SOP’s in the Human Resources Notebook current, thorough and easily understandable for other HR team members interpretation.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

Education, Experience, Certifications and Licenses:

• High School diploma or equivalent GED certificate.
• Two years college level coursework in Human Resources, Office Administration or a related field in business.
• Two (2) years’ work experience in Human Resources, Payroll, Benefits Administration or a related field preferred.
• OR an equivalent combination of training and experience that provides the required knowledge and skills.
• Ability to become a Notary Public within three (3) months of hire date. (required to maintain employment).

Required Knowledge and Skills:

• Knowledge of processing requirements and procedures for payroll, benefits and other personnel documents.
• Knowledge of office practices, procedures and equipment.
• Knowledge of office management techniques.
• Skill in maintaining confidentiality of information.
• Skill in planning and performing complex administrative office coordination duties.
• Skill in operating a computer and related software (i.e. Microsoft Office Applications, Office365, etc.).
• Skill in researching and analyzing data and information to develop, evaluate and present alternative recommendations.
• Skill in communicating effectively both orally and in writing.
• Skill in reading, interpreting, applying, and explaining codes, rules, regulations, policies and procedures.
• Skill in establishing and maintaining effective working relationships.

ENVIRONMENTAL FACTORS & CONDITIONS/PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed in an office environment.
• Subject to standing, walking, sitting for extending periods of time; bending, reaching above the shoulders and horizontally to retrieve files and supplies; kneeling, and occasional lifting of objects up to 50 pounds.