Administrative Specialist - Human Resources bei City of Baytown, TX

About the Department

Do you enjoy solving problems, learning new systems, and helping people? The City of Baytown is looking for an Administrative Specialist in Human Resources who wants more than just a desk job. In this role, you’ll be at the heart of HR operations — managing payroll actions, invoices, and digital records with specialized software programs while also serving as a friendly first point of contact for employees and the public. Every day will bring variety, from troubleshooting payroll entries to processing vendor payments to ensuring records are accurate and accessible.

This is a chance to build your career in HR, sharpen both your technical skills and customer service expertise, and contribute to a team that values learning, collaboration, and innovation. If you’re curious, detail-oriented, and motivated to grow, we want to meet you — your work will directly support the employees who keep our city moving forward.

The Administrative Specialist provides administrative and technical support to the Human Resources Department with primary responsibilities in payroll processing, personnel action management, financial transaction coordination, and electronic records administration. Utilizes the payroll and HRIS system to enter, validate, and maintain city-wide personnel actions and payroll-related updates, ensuring accuracy and compliance. Oversees departmental financial functions by processing invoices, reconciling purchase card transactions, and collaborating with Finance staff and vendors to resolve discrepancies. Maintains the Human Resources electronic records system by accurately indexing and filing personnel documentation for secure storage and retrieval. Responds to employment verifications and public information requests with professionalism, confidentiality, and compliance with regulations. Additionally serves as a first point of contact for visitors and callers, providing courteous assistance with general HR inquiries and directing individuals to appropriate resources.

Position Duties

• Enters and validates city-wide personnel actions and payroll-related updates in the Munis ERP system. Reviews submissions for accuracy, resolves discrepancies with departments, and ensures timely processing in coordination with Payroll and HR staff.
• Coordinates departmental financial processing including vendor invoice payments and weekly purchase card reconciliations. Researches and resolves discrepancies in collaboration with vendors and the Finance Department to ensure accurate and timely payment.
• Serves as the first point of contact by answering the City’s main phone line and Human Resources line. Directs callers and visitors to the appropriate staff or department and provides basic assistance with HR inquiries related to policies, benefits, and general information. Oversees and ensures coverage and support for front desk tasks during periods of absence.
• Maintains the Human Resources electronic records system (Laserfiche) by indexing, filing, and retrieving documents such as new hire packets, personnel actions, and departmental forms to ensure accuracy and compliance with retention standards.
• Receives, sorts, and distributes incoming mail to designated department mailboxes.
• Responds to employment verifications, public information requests, and other data-related inquiries. Collects and compiles information while safeguarding confidentiality and ensuring compliance with applicable regulations.
• Provides additional HR support including the creation of employee ID badges, processing of payroll termination reports, and assistance with special projects.
• Performs all other duties as assigned.

Minimum Qualifications

Required:

• High School Diploma or equivalent (GED).
• Two years of general customer service, office, or related experience. 

Preferred:

• Bilingual in English/Spanish.

Other Qualifications

Ability to work with ERP/HRIS systems to enter personnel actions, process payroll updates, and generate reports. Knowledge of document management systems such as Laserfiche to accurately index, retain, and retrieve HR records. Knowledge of accounting and financial processes including invoice processing, purchase card reconciliation, and vendor payment workflows. Ability to analyze data, identify errors or discrepancies, and apply critical thinking to resolve issues across multiple systems. Ability to organize and manage high volumes of records and transactions while maintaining accuracy and compliance with policies and regulations. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for data management, reporting, and communication. Ability to interpret and apply policies, procedures, and regulations in the course of HR and payroll-related work. Ability to maintain confidentiality, discretion, and professionalism in handling sensitive personnel information and public information requests. Ability to communicate effectively and work collaboratively with employees, departments, and external agencies. Ability to prioritize tasks, manage competing deadlines, and work independently with minimal supervision.

Attendance is an essential function of this position.  The City reserves the right to require an employee in this position to work overtime.  This position provides services or performs duties for the benefit of the general public during emergency situations.  These may include services or duties different from those performed in the usual course and scope of your job.  In the event of an evacuation, the incumbent in this position may be required to remain to perform needed services.

Overall Position Strength Demands

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.