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Administrative Specialist - Human Resources

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Administrative Specialist - Human Resources

Salary

$17.46 - $21.83 Hourly

Location

2401 Market St. Baytown, TX

Job Type

Full Time

Job Number

26-00007

Department

HUMAN RESOURCES

Opening Date

09/30/2025

Max Number of Applicants

100

+ Description

+ Benefits

+ Questions

Job Summary

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.

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.

Knowledge, Skills and Abilities

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.

To promote health and wellness, we provide a comprehensive benefits program (listed below) to meet the needs of you and your family. Our goal is to help you live and work well – 365 days a year.

Medical

+ United Healthcare

+ Effective the first day of the month following 30 days of employment

+ Annual Deductible (Network) $750 Indiv/$2,250 Family

+ In-Network Benefit 80%/20% after plan deductible

+ $50 co-pay (general visit)

+ RX - $10 Generic/$40 Formulary/$75 Non-Formulary

+ Flexible Spending Accounts: Healthcare and Dependent Care expenses

+ FREE virtual visits

Dental

+ Cigna Dental PPO & DHMO

+ Effective the first day of the month following 30 days of employment

+ Preventative & diagnostic covered at 100%

+ Annual Deductible: $50/Indiv (Cigna PPO) - No annual deductible for Cigna DHMO

Vision

+ Superior Vision

+ Effective the first day of the month following 30 days of employment

+ In-Network exam co-pay $10 & $25 materials co-pay

+ Frames: $140 Allowance - Contact Lenses: $160 Allowance

Holistic Health & Wellness

+ Employee Wellness Center offering FREE primary care medical treatment for employees & dependents on the Medical plan

+ FREE access to gyms, Shipt, and Walmart+ through our employee medical insurance

+ Gym partnership with Lee College Wellness Center & swimming pool for $58/year

+ Employee Assistance Program providing employees and their household family members up to 8 FREE counseling sessions per issue per year, legal and financial assistance, will generator tools, and more!

+ Sick Leave Pool providing participants additional paid sick time if accruals are exhausted.

+ SmartDollar: free online program providing tips and tools from Dave Ramsey for getting out of debt and building good saving practices

Retirement

+ Texas Municipal Retirement System:

+ 7% employee contribution with a 14% employer match

+ 5 year vesting

+ Retirement Eligibility: 20 years of service/any age - or - 5 years of service/at least age 60

+ FREE Life Insurance coverage up to 1X your base annual salary

+ MissionSquare and Roth IRA plans: additional voluntary employee participation

Disability Insurance

+ Equitable:

+ Long-term Disability: voluntary elected coverage. Pays 60% of monthly earnings up to $8,000 per month up to social security age, depending on the disability

+ Short-term Disability: voluntary elected coverage. Pays 60% of weekly earnings up to $1,000 per week for up to the first 13 weeks of a disability

Training and Tuition Assistance

+ The HUB Employee Training Center: we invest in you by equipping you with the knowledge and skills needed to live out our Purpose and Core Values

+ Access to funding up to $1,500 per semester or $3,000 per year for tuition toward courses that are job-related or will enhance your work performance

Generous Paid Sick, Vacation, & Holiday Leave

+ 10 holidays per year and one personal employee day per year

+ 15 days sick leave per year

+ Starting at 10 days of vacation per year; up to 25 days per year

+ Sick and Vacation hours roll over annually up to the maximum limit

+ 15 days Paid Parental Leave

To explore all of the benefits we offer, please visit: baytownlife.com

01

Which of the following best describes your highest level of completed education?

+ High School Diploma/GED

+ Associate's Degree

+ Bachelor's Degree

+ Master's Degree

+ None of the above

02

How many years of experience do you have working with payroll or human resources systems (e.g. processing payroll, benefits administration, HRIS software)?

+ Less than 1 year

+ 1 year

+ 2 years

+ 3 - 4 years

+ 5 - 6 years

+ 7 - 8 years

+ 9+ years

+ None of the above

03

How many years of experience do you have in financial processing (for example: invoices, purchase card (P-card) transactions, vendor payments)?

+ Less than 1 year

+ 1 year

+ 2 years

+ 3 - 4 years

+ 5 - 6 years

+ 7 - 8 years

+ 9+ years

+ None of the above

04

How many years of direct customer service experience do you have in roles that required face-to-face, phone interaction, or other public-facing duties?

+ Less than 1 year

+ 1 year

+ 2 years

+ 3 - 4 years

+ 5 - 6 years

+ 7 - 8 years

+ 9+ years

+ None of the above

05

If you are bilingual in which language are you most proficient?

+ I am not bilingual

+ Spanish

+ Vietnamese

+ Chinese

+ French

+ Urdu

+ Other

+ American Sign Language

06

What do you believe sets you apart from other candidates for this Administrative Specialist position?

Required Question

Employer

City of Baytown

Address

2401 Market Street Baytown, Texas, 77520

Phone

281-420-6520

Website

http://www.baytown.org

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