Position Information

In addition to the salary, this position qualifies for the choice of one of the District’s excellent Health Benefits and Welfare plans, which the premium cost is 100% paid by the District for the employee and their eligible dependents, and one health plan costing an estimated $60,000 for the District for fiscal year 2025-2026. We offer two medical plans (Anthem Blue Cross [ PPO] and Kaiser Permanente ( HMO]); dental (Delta Dental PPO); vision ( VSP Choice); life insurance for the employee (The Lincoln); life insurance for eligible dependents (The Lincoln); a long-term disability/income protection plan (The Lincoln); and an employee assistance plan (Anthem EAP).

In addition, the District contributes an additional 26.81% of the employee’s salary towards an eligible employee’s pension (CalPERS).

Employees may also elect to participate in optional plans including purchasing additional life insurance for themselves and their eligible dependent(s); enroll in a medical, transportation, and/or dependent care Flexible Spending Account(s) (with the $4 monthly administrative fee paid by the District); and set pre-taxed dollars aside to supplement their pension in a 403b (tax shelter annuity) and/or a 457 (deferred compensation) plan(s).

Managers, Supervisor and Confidential employees earn 22 days per year of vacation, up to 12 sick leave days and 6 administrative leave days. There are currently 20 paid holidays.

POSITION

The Human Resources Assistant is a Confidential position and will report to the District Director of Human Resources at the District Office. The work schedule is 12 months per year; Monday – Friday; 8:00 a.m. to 5:00 p.m.

POSITION PURPOSE

Under general supervision, the Human Resources Assistant performs a variety of administrative duties related to personnel services, employment verification, maintenance of personnel records and files, and employee correspondences functions in the Office of Human Resources; provides administrative support, standard office operational duties and supports various communications and activities for the Human Resources office; performs other duties as assigned.

DISTINGUISHING CHARACTERISTICS

This class is distinguished from other classes in the administrative assistant series in that incumbents provide human resources assistance requiring knowledge of routine policies and processes. Incumbents are responsible for facilitating smooth day-to-day operation of the office and are required to be fully trained in all procedures related to assigned area of responsibility.

Incumbents assigned to the classification are exposed to sensitive collective bargaining information and materials during the negotiating process and are designated as a confidential classification.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below exemplify the work of the classification, and assigned duties may include work that is similar, related or a logical assignment to this class.

1. Greets, directs and provides general information to visitors to the Human Resources department; provides informational and technical assistance and information in person, over the phone and via electronic communications; answers the Human Resources office main line, screens visitors and telephone calls and directs to appropriate resources; provides information regarding appli­cation process and general human resources programs, services, policies, procedures and requirements.

2. Responds to questions and concerns from District personnel, applicants, retirees, and the public in person, by telephone and electronically; answer inquiries about vacancies and requirements for employment; escalates and redirects questions, inquiries and technical issues to department staff as appropriate.

3. Supports Human Resources team members with the day-to-day operations, including recruitment and hiring procedures, data reconciliation and recordkeeping; collaborates with Payroll and other Human Resources staff to gather and submit payroll information for employment verification inquiries.

4. Assists with new employee onboarding; assists with the distribution of new hire paperwork, pre-hire testing, data entry and maintenance of medical records and TB clearance and performing Live Scan fingerprinting and clearances.

5. Processes and certifies employee fee waivers for courses and Public Service Loan Forgiveness forms; performs Human Resources website maintenance and updates platform on human resources-related issues, forms and other relevant information; processes and routes invoices from vendors for approval and payment.

6. Maintains department calendar; reserves space for new-hire orientation, meetings and events; assists with ordering audio-visual equipment, food and drinks, setup and cleanup for meetings and events.

7. Using standard office software, composes and/or types memoranda, correspondence, reports, agreements, contracts, materials, presentations, forms and other documents; coordinates mass mailings; creates agendas and may record and maintain meeting minutes.

8. Enters data into the Human Resources Information System ( HRIS); designs, develops and maintains spreadsheets and databases requiring data interpretation and manipulation; assists in preparing departmental reports by gathering, organizing, and summarizing information from a variety of sources.

9. Processes, receives, sorts, and distributes a variety of correspondence, deliveries, and mail; opens, sorts and distributes mail.

10. Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:

1. Basic knowledge of human resource policies, procedures, and practices.

2. Principles, practices, concepts and techniques used in customer service and public relations.

3. Organization, time management and standard office procedures.

4. Principles and procedures of recordkeeping and reporting.

5. General payroll practices and procedures.

6. District organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.

7. Federal, state and other applicable laws and regulations and District policies and procedures governing Human Resources practice including applicable sections of the California Education Code, Title 5.

8. Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.

Skills and Abilities to:

1. Understand, interpret, explain and apply Human Resources department policies and procedures.

2. Provide excellent customer service to all who contact Human Resources.

3. Communicate effectively, both verbally and in writing, with faculty and staff, students, and com­munity members.

4. Establish and maintain cooperative and effective working relationships with others.

5. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agree­ments, presentations and other written materials from brief instructions.

6. Maintain confidentiality of District and personnel files and records.

7. Prepare and maintain accurate and complete files and records.

8. Operate a computer, assigned office equipment and standard business applications.

EDUCATION AND EXPERIENCE

1.Graduation from high school or GED equivalent and college-level coursework in human resources, business administration or a closely related area.

2. Two years of experience working in an administrative support role.

For positions that require a degree or coursework:

Degree(s) must have been awarded by a college or university accredited by an accrediting body recognized by the U.S. Council on Post-Secondary Accreditation and/or the U.S. Department of Education.

All degrees and credits earned outside of the United States must have a U.S. evaluation (course by course) of the transcripts and must be submitted with the application.

Degrees earned outside of the U.S. without a U.S. credential evaluation attached, will not be considered

WORKING ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employees work under typical office conditions, subject to frequent interruption and to intermittent exposure to individuals acting in a disagreeable fashion. The employee may be required to travel to loca­tions other than the assigned work site, and occasional evenings, holiday and/or weekend work may be required.

Physical Demands:

While performing the duties of this class, employees are primarily in a stationary position and are required to move about the office to access office machinery, files, etc.; perform constant operation of a computer and other communication and office equipment; observe details at close range; and move or lift up to 10 pounds.

Mental Demands:

While performing the duties of this class, employees are regularly required to accurately communicate information and other ideas so that others will understand using written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret situations; learn and apply new information or skills; perform highly detailed work; work on multiple, concurrent tasks; work with frequent interruptions; work independently and under intensive deadlines; and interact with District managers, staff, the public and others encountered in the course of work.

The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.

As of Fall 2025, with enrollment of approximately 15,661 students per semester, and an extremely diverse student population (Hispanic/Latino 48.9%, Black/African-American 3.4%, Asian/Pacific Islander 31.8%, American Indian/Native American 0.3%, White/Caucasian 9.1%, Multi-race 3.6% and Unknown 3.0%) attaining educational goals reflecting 56% – Transfer to a 4-Year College/ University, the District’s emphasis on student success makes it a recognized educational leader in the State.

The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse group of managers, supervisors and confidential staff consisting of 30.6% Hispanic/Latino, 29.4% Asian/Pacific Islander, 4.7% Black/African American, 19.5% White/Caucasian, 11.8% Unknown and as well as encouraging applications from all qualified, outstanding applicants.

EQUAL OPPORTUNITY EMPLOYER STATEMENT

San José-Evergreen Community College District is an Equal Opportunity Employer committed to nondiscrimination on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, gender, gender identity, religion, sexual orientation, transgender, marital status, veteran status, medical condition, and physical or mental disability consistent with applicable federal and state laws.

CONTACT

Employment Services,
Human Resources, SJECCD
40 S. Market Street, San Jose, CA 95113
Phone: (408) 270-6414
Email: hremploymentservices@sjeccd.edu
Employment Website: https://sjeccd.peopleadmin.com
District Website: www.sjeccd.edu

APPLICATION PROCEDURES

Interested applicants MUST SUBMIT ONLINE ALL of the following materials by the First Review Date/Closing Date as listed on the job announcement. Applications received after the First Review Date will only be forwarded to the hiring committee at their request.

1. A completed online San José-Evergreen Community College District APPLICATION

2. A COVER LETTER (Stating how you feel you meet the qualifications as outline in the job announcement).

3. A current RESUMECURRICULUM VITAE

4. TRANSCRIPT – (If Required) If a degree is listed as a requirement, transcripts (Not Diplomas) MUST INCLUDE confer or award date of stated degree. Unofficial transcripts will be accepted; however if the position is offered, official transcripts will be required prior to employment. If the transcripts or degrees are from outside of the United States, an official certification of equivalency to U.S. degrees by a certified U.S. credential review service (course by course of the transcripts) MUST also be submitted. (See below for a list of suggested services that provide foreign degree equivalency evaluation to U.S. degrees).
Note: Some positions may require additional documents and/or certificates, in addition to the items listed above. Please refer to the job announcement.

OTHER APPLICANT INFORMATION

1. Only complete application materials will be considered. No exceptions.

2. Letters of Recommendation are NOT required and will not be forwarded to the hiring committee.

3. Upon hire the successful candidate must provide the required documents of identity and authorization to work and attest he/she is authorized to work in the United States.

4. Application materials become the property of the District and will not be returned or duplicated.

5. Travel expenses to attend the interview are the responsibility of the candidate.

6. Meeting the minimum qualifications does NOT assure an interview.

7. The District may re-advertise, delay, choose not to fill the position, or choose to fill more than one position.

Suggested services that provide foreign degree equivalency evaluation to U.S. degrees:

Academic Credentials Evaluation Institute, Inc.
Website: http://www.acei-global.org/

Education Records Evaluation Services
Website: www.eres.com

International Education Research Foundation
Website: http://www.ierf.org/

World Education Services
Website: www.wes.org