HR Administrative Specialist

Job Overview:
This position operates in a diverse environment to help fulfill the Library’s mission by providing administrative and clerical support to Human Resources and department leaders. The Administrative Specialist serves as a primary point of contact for internal and external communication, maintains records and schedules, coordinates meetings and reports, and ensures efficient day-to-day office operations.

Duties and Responsibilities:
Performs a full range of Human Resources (HR) administrative duties including telephone and email communications to both external and internal clients and vendors. Maintains calendars and schedules for Chief Compliance & HR Officer; schedules meetings, reserves rooms for HR department and records meeting minutes. Assists in developing and maintaining monthly and annual reports. Prepares letters, memos, reports, purchase requests, and other documents, such as employee records, employment verifications, workers’ compensation, Department of Transportation records, and separation. Maintains confidentiality regarding leadership, employee, and organizational information. Assists in procurement life-cycle process; tracks inventory, asset management, generates purchase order requisitions, coordinates financial reporting with Finance to ensure accuracy, receives goods and services, and is responsible for timely invoice payment. Assists in the budgeting process; monitors department budget to ensure accuracy and funding availability. Assists in the development, maintenance, and enforcement of department policies and procedures. Assists in various HR projects and assignments for the department including but not limited to employee benefits, compliance, and employee records management. Maintains and compiles data and prepares reports using Tyler Enterprise ERP and other relevant software. Coordinates travel, invoicing, and reimbursements. Participates in special projects and events as needed.

Required Qualifications:
Thorough knowledge of Pikes Peak Library District (PPLD) policies and procedures. Ability to act as an ambassador of PPLD by promoting its mission and vision to the public. Demonstrated knowledge of organizational objectives and priorities. Demonstrates knowledge of current Human Resources and Library procedures and priorities. Demonstrates ability to maintain confidentiality and discretion regarding applicants and employee personnel information, personnel actions, DOT records, and other sensitive information. Strong verbal and written communication skills, including accurate data entry, proofreading, and editing. Ability to use Microsoft 365 applications (for example, Word, Excel, Teams, SharePoint, Outlook), Tyler ERP, specialized library software, and standard office equipment. Ability to work effectively as part of a team, organize daily tasks, and meet deadlines in a fast-paced environment. Ability to maintain effective relationships with vendors, contractors, patrons, volunteers, coworkers, and employees at all levels. Consistent on-time attendance, professionalism, and sound judgment in interactions.

Educational Background:
Associate’s degree required; bachelor’s degree preferred.

Experience:
Minimum of two years of related HR clerical or administrative experience.

Languages:
English

Additional Notes:
This position is eligible for up to 10% telecommuting with supervisor approval and based on employee performance. Regular schedule may be subject to minor changes due to required meetings, training events, etc. Management may require changes to a position’s schedule, days, times, and locations at any time as the needs of the Library District change.