Human Resources Assistant

This is technical and advanced clerical and administrative work in support of the Human Resources Department. The employee provides organizational and administrative support to the department. Specific job responsibilities will be delegated by the supervisor.

*The first customer contact for the department, answers telephones and assists the public at the counter, or refers them to the appropriate staff person.

*Establishes and maintains department filing systems, employee personnel files and computerized human resources information system; prepares Personnel Status Reports; enters changes and new hire data in computerized human resources system and forwards to payroll bi-monthly; and maintains log of changes.

*Accurately inputs data into complex computer database systems, at times incurring heavy volumes; performs word processing and prepares spreadsheets; may require sitting and viewing a computer monitor long periods of time.

*Coordinates the police officer hiring process including application, testing, scheduling interviews and appointments.

*Tracks various human resources programs such as, but not limited to, performance reviews, employee handbooks, recruiting statistics, and advertising costs.

*Assists in the recruiting process; backs up the Human Resources Coordinator; by assisting in preparing of job announcements and interview questions; maintaining a current job board in the lobby, scheduling and coordinating interviews participating in interview panels; proctoring applicant testing; updating job line announcement; updating the internet employment postings; conducting reference and background (WATCH) checks and obtaining abstracts of driving record, as part of the hiring process.

*Accepts and reviews employment application packets for completeness, and other items from the public and City staff.

*Sends out notices, processes, and monitors employee performance evaluations for timely submission and related payroll changes as part of file maintenance.

*Provides clerical, organizational and administrative support to the department; schedules and coordinates meetings and appointments; and reserves meeting rooms.

*Provides administrative support for the FMLA program.

*Administers City Commute Trip Reduction (CTR) Program.

*Types correspondence, reports, contracts and other material on the computer using word processing applications; distributes correspondence, mail, memorandums, meeting agendas, training information and other materials, as necessary.

*Organizes and mails large mailings in a timely manner; processes department incoming and outgoing mail.

*Uses multiple-line telephone system and efficiently handles heavy volume at times.

*Assists in preparing employee orientation packets; conducts initial employee orientations; keeps adequate supplies of employee benefits and other informational booklets and materials; and may participate in exit interview procedures.

*May assist the Chief Examiner in Civil Service matters, including implementing Civil Service recruitments and "backgrounding" processes; drafting and distributing meeting and hearing agendas; and answering civil service questions from the public and applicants.

*Administers day-to-day benefits programs to include ensuring accuracy and submitting appropriate paperwork to, and coordination with, vendors; troubleshoots and resolves routine questions or problems concerning employee benefits; and upon request of Human Resources staff may contact insurance brokers or carriers to resolve benefit problems.

*Maintains day-to-day filing for the City Workers Compensation and modified duty programs.

*Maintains current and accurate filing for City property, facilities and contracts.

*Responds to, and assists with, conducting compensation and benefit surveys; and provides information on salaries, contracts and positions to other agencies and jurisdictions, as approved of a department manager.

*Monitors budget and maintains bi-monthly budget balance; prepares purchase orders ensuring accuracy and proper coding; enters appropriate data into the city’s financial system.

*Assists Human Resources staff with city-wide and regulatory training such as confirming training sites and session dates, setting up room arrangements and supplies, contacting attendees with training information and coordinating refreshments.

*Participates as a facilitator in appropriate training.

*Ensures proper set up of equipment and supplies for meetings, selection processes and other functions as necessary, which requires physical abilities of moving furniture and supplies.

*Files documents in automated and hard copy personnel and documents in a timely manner.

*Assists Human Resources staff with monitoring the City's Affirmative Action Program, tallying applicant statistics, etc.

*Uses proper sentence construction, grammar and punctuation when writing or drafting correspondence.

*Safely uses office equipment.

*Plans, prioritizes and organizes workflow in order to meet position and departmental goals and deadlines.

*Works effectively and in a professional manner while working with interruptions, strict deadlines and handling multiple projects simultaneously.

*Coordinates actions with other City departments.

*Maintains confidentiality of personnel records and other information.

*Works on independently on routine assignments.

*Interacts courteously with persons of diverse occupational and socio-economic backgrounds.

*Regular, reliable and punctual attendance

*Due to internal and external customer service needs, incumbent must be able to work a full time schedule, on-site (appropriate City work sites).

*Works effectively under pressure and with frequent interruptions.

*Completes work and projects in a thorough and timely manner.

*Understands and follows directions from supervisor, posted work rules and procedures.

*Works courteously and effectively with public officials, citizens, contractors, vendors, developers, supervisor, and other employees, both in person and over the telephone; assisting them with a wide variety of information pertaining to City and department.

*Shows initiative in performing job functions.

*Performs related work as required.

* = Primary function.

Graduation from high school or equivalent, three years of related human resources experience, and advanced computer skills is required. Human Resources Certification, or an Associate of Arts degree in business administration or closely related field preferred. Experience with the current computerized human resources, finance systems, and spreadsheets preferred.