Administrative Specialist - Human Resources

Administrative Specialist

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.

Required :

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

Preferred :

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.

Here at the City of Baytown, in recruiting for our team, we welcome the unique contributions that you bring. We strive to provide a workplace where differences are honored, with a workforce that reflects the diversity of the people we serve. 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.