Job Description

Posting number: 26-10001

Department: Human Resources

Job classification: Human Resources Assistant

Posting type: Open & Promotional

Categories: Administration, Administrative Assistant, Clerical & Data Entry, Human Resources, Risk Management, Professional, Paraprofessional, Customer Service, Business, Office and Administrative Support, Payroll/Benefits Administration

Summary

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

DEFINITION

Under general supervision, the Human Resources Assistant provides administrative and technical support to the Human Resources & Risk Management Department,?such as maintaining employee records and information. This position also serves as the first point of contact in the department to greet the public, answer and route questions; and performs other related duties as assigned.

DISTINGUISHING CHARACTERISTICS:

Performs administrative and clerical support to Human Resource (HR) and Risk Management operations. Assists HR and Risk staff in functional areas including training and development, safety, Workers’ Compensation, employment related requests, Human Resources Information Systems (HRIS), benefit administration, employee relations, compensation, recruitment, and organizational development. Participates in coordination of activities, projects and ongoing maintenance of organized, efficient systems which support HR/Risk functions. Provides internal and external customer service.

Examples of duties

EXAMPLES OF DUTIES–Examples of duties performed by incumbents in the class may not include all required duties. The class specification is intended to present a descriptive list of the range of duties performed by the incumbent.

• Serves as support to HR/Risk staff with administrative and clerical functions relating to recruitment, benefits, records, employee relations, and contract negotiations.
• Support incident reporting by helping collect information and maintain documentation.
• Maintain safety records, logs, and basic documentation.
• Help coordinate safety training, including scheduling and tracking attendance.
• Assist with workplace safety inspections and follow-up items.
• Compile basic reports and spreadsheets related to claims and safety activities.
• Support communication efforts such as safety reminders and program updates.
• Provide general administrative support to the Risk Manager and HR team.
• Assist HR with administrative tasks including filing, scanning, onboarding paperwork, and maintaining employee records.
• Supports the HR department with various projects and team activities for the City.
• Prepares periodic and routine reports to support the HR & Risk functions.
• Participates in and attends related meetings and events as necessary.
• May assist in scheduling various HR/Risk related sessions, such as new employee orientation, claims review meetings and similar programs.
• Files and handles highly confidential employee documentation relating to the employee life cycle.
• Assists in maintaining the HRIS database and generates scheduled or requested reports.
• Assists employees and the general public with general issues or concerns and appropriate escalation to HR/Risk staff.
• May assist with acquiring and providing data for salary surveys as necessary.
• Makes recommendations to the HR/Risk staff for system or process improvements.
• Monitors, generates various reports, audits and prepares corresponding documents related to bargaining unit performance evaluations, expiring credentials, and milestone anniversaries for distribution to departments.
• Provides notices to departments and employees when action is required on such items.
• Prepares necessary employee communication and clinic authorizations for other medical related visits as needed.
• Assists with Personnel Action Forms and data entry.
• Responds to records requests and verifications of employment. Responds to verification of employment inquiries by disclosing approved information upon receipt of signed release.
• Establishes new employee files, electronically and otherwise. ?Responsible for organizing and maintaining files by sorting and filing documents and records alphabetically.?
• Assists with answering routine employee questions related to attendance, leaves, credentials, etc.?
• Assists with entry of annual salary progressions as defined by policy and/or collective bargaining agreements.?
• Monitors and maintains the department’s inventory to include ordering and organization of employee service awards.
• Assists with coordination and administrative support for employee events and other department or City programs.
• May be certified by the Department of Justice to roll fingerprints as part of the City’s background check process.?
• May assist with coordinating department meetings, preparation of meeting agendas and taking notes/minutes for certain meetings.
• Performs related duties as assigned.

Qualifications

Knowledge of:

• Knowledge of basic office equipment.?
• Excellent verbal and written communication skills.
• Excellent interpersonal skills to interact with all levels of management with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational and time management skills with attention to detail.
• Knowledge of software programs such as Microsoft Office.
• State and federal employment laws and/or the source of information.
• Office procedures and alphabetical filing.
• Confidentiality rules, especially those specific to the HR function.

Skill In:

• Organizing materials and documents.
• Developing and maintaining professional relationships.
• Communicating orally and in writing, including demonstrated skill in reading and interpreting documents, writing reports, and speaking effectively to individuals and groups.

Ability to:

• Read and interpret documents such as safety rules, and procedure manuals. ?
• Take and follow direction from various staff, pertaining to multiple HR and Risk functions.
• Maintain ahigh degree of confidentiality.
• Demonstrate flexibility as it relates to tasks.
• Work with frequent interruption.
• Work with high public engagement.
• Research information.
• Ability to speak effectively before groups of customers or employees of organization.
• Work well in a team-oriented environment
• Ability to organize and plan workload and work independently. ?
• Ability to establish and maintain effective working relationships with others. ?Ability to keep confidential information. ?

Experience and Training

Graduation from High School or equivalent. An Associates or Bachelors’ Degree in Human Resources or related field is preferred.

Experience: Two years of professional level administrative support preferably for Human Resources and/or Executive teams.

Training: Any satisfactory equivalent combination of experience and training which ensures ability to perform the work may substitute for the above.

License/Certificate: Possession of, or ability to obtain and maintain, a current, valid, California driver's license.

Supplemental information

Environmental Conditions:

The incumbent typically works in an office environment and uses a computer, telephone and other office equipment as needed to perform duties. The noise level in the work environment is typical of that of an office. Incumbent may encounter frequent interruptions throughout the workday; possible exposure to variety of weather conditions; exposure to computer screens.

Physical Conditions:

Essential functions may require speaking and hearing to exchange information; visual acuity to read and interpret information. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. ?The employee is occasionally required to stand, walk, reach, bend or lift up to 20 pounds regularly and 30 pounds occasionally and stoop, kneel, crouch, or crawl on occasion. ?Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus. The employee is regularly required to talk or hear; frequently required to use repetitive hand motion, handle or feel, and to Contact with the public in home or office environments may risk exposure to irrational/hostile behavior, contagious diseases, or contact with domestic animals.