Job Title: Human Resources Assistant

DEFINITION:

Under the direction of the Human Resources Director or other higher level HR staff, the Human Resources Assistant performs a variety of administrative and clerical duties in support of the Human Resources Department in areas such as data entry, Human Resources Information Systems (HRIS), benefits, recruitment and selection, and file management. This position interacts frequently with employees and the public and exercises tact and discretion when dealing with issues of a confidential or sensitive nature.

EXAMPLES OF DUTIES:

• Provide customer service and respond to general inquiries regarding Human Resources operations from citizens, employees, and job applicants in person, on the telephone, and via e-mail.
• Process employment transactions including Personnel Action Forms, enter data into the human resources database, and prepare documents for the bi-monthly payroll.
• Establish, update, and maintain departmental records, files, and databases, while preserving confidentiality.
• Maintain personnel files, contract and vendor files, and assist with records management and retention.
• Type, proofread, and process a variety of documents including general correspondence, forms, memos, charts, and specialized documents, draft notes, or brief instructions.
• Compile information and data for financial reports; check and tabulate data; prepare simple financial reports; and maintain a variety of financial records.
• Assist with the coordination of recruitments, including posting recruitment flyers, uploading job announcements on-line, entering applicant data into applicant tracking database, responding to questions about recruitment and testing processes, sending notices to candidates, scheduling written exams and oral board interviews, preparing oral board and other testing materials, and scheduling testing appointments.
• Maintain the Human Resources general voicemail, inboxes, and Outlook calendars.
• Update Employee website and general HR webpage.
• Open, sort, screen, and distribute Human Resources mail.
• Send standard correspondence to employees, including citywide memorandums and notices.
• Coordinate training for City staff, including scheduling training, preparing and distributing announcements, tracking attendance, and setting up training site with materials and refreshments when needed.
• Process benefit enrollments and changes in City's financial system and benefit vendor websites.
• Maintain departmental operating supplies and process purchase orders.
• Manage and reconcile invoices and ensure timely payments for services and goods related to the Human Resources Department.
• Process reimbursements for training.
• Maintain compliance posters in all areas posted within the City.