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GENERAL DESCRIPTION:
The Human Resources Assistant performs routine human resources management work and supports the Human Resources Director and division employees. Work involves administering or assisting in the administration of human resources programs including recruitment and selection, compensation, classification, and leave and benefits. Coordinates and performs work in several staff services functions such as training, purchasing, payroll, records, and property management. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment.
(30%) Administrative Support & Program Coordination:
- Serves as HR receptionist; answers and routes incoming calls and manages the division group email inboxes.
- Reviews and routes office mail and other correspondence.
- Assists with hiring and onboarding activities for new employees including completing I9 forms and E-Verify and preparing employee ID badges.
- Coordinates the separation process for employees.
- Creates or coordinates the procurement and distribution of employee awards including service awards, retirement awards and the Hall of Honor program awards.
- Provides technical assistance and training to and coordinates activities among division directors, managers and staff related to various staff services functions.
- Schedules activities and takes meeting notes, signature and approvals routing, and other logistical activities.
- Plans and coordinates special and administrative assignments and responds to internal and external inquiries. Identifies issues and risks and makes recommendations for changes within the division’s daily operations. Provides and ensures a high level of confidentiality in all matters.
- Prepares, reviews, edits, and distributes correspondence, reports, forms, and project updates, summaries, presentations, agendas, and other documents.
(30%) Records Management:
- Develops and maintains records and filing systems for employee personnel files and other employment records.
- Files documents and maintains current and former employee personnel files in SharePoint or hard copy.
- Moves digital files from DocuSign to SharePoint and assists management with routing documents for approval.
- Serves as the division records liaison and coordinates with the legal division on disposal of records according to the agency retention schedule.
- Coordinates the development and implementation of central filing, record-keeping, and records management procedures for the division.
- Assists the HR Attorney is locating documents and responding to open records requests.
(20%) HR Program Administration/Support:
- Provides advice and counsel and answers routine questions from employees, managers and the general public on HR policies and procedures.
- Assists in training agency staff on issues, interprets rules, polices, and regulations related to human resources management.
- May assist with staffing and recruiting activities including managing requisitions, posting job vacancies, identifying and leveraging recruitment sources, screening and referring applications for employment, scheduling interviews, conducting reference checks and managing the applicant tracking system NEOGOV.
- Assists in developing and revising HR policies, procedures, and forms.
- Enters, updates, and retrieves information from various automated systems such as DocuSign, SharePoint and the Centralize Accounting Payroll and Personnel System (CAPPS).
- May backup or assist the benefits coordinator with special leave and benefits administration.
- Assists in compiling and analyzing human resources data. Performs research related to confidential human resources issues; compiles and evaluates data and makes recommendations based on findings.
(10%) Office Management:
- Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement. Maintains equipment, materials, and supplies for the division.
- Submits and manages CAPPS Financial requisitions for training, merchandise, supplies, and equipment orders and audits invoices before submitting for payment using guidelines, rules, policies, and laws.
- Coordinates inventory audits for the division.
- Coordinates and schedules training and travel for division employees and serves as the division travel coordinator.
(10%) Serves as the back up to answer the Customer Service incoming calls for the agency. May serve as liaison to other program staff.
- Performs other duties as assigned.
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MQs, KSA, License/Certifications
MINIMUM QUALIFICATIONS:
- Graduation from an accredited four-year college or university with major course work in human resources management, public or business administration, organizational development, or a related field. Additional years of experience may substitute for the required degree on a year per year basis.
- Two (2) years’ full-time work experience in office management, business administration, or human resources is required.
- Experience and proficiency in the use of computers and programs such as Microsoft Outlook, Word, PowerPoint, and Excel is required.
PREFERRED QUALIFICATIONS
- Experience and proficiency in the use of SharePoint and Adobe Pro is preferred.
- Experience working in a human resources department is preferred.
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge
Knowledge of the principles and practices of human resources management; human resources programs such as employment, compensation, classification, employee relations, benefits, workers’ compensation, or organizational development; and federal, state, and local laws and regulations governing personnel activities
Skills
Skill in oral and written communication, conducting interviews, using a computer and human resources-related software applications, and handling multiple tasks and prioritizing.
Skill in the use of a computer and applicable software such as Microsoft Office (MS Word, PowerPoint, Excel and Outlook) and Adobe Pro.
Skill in coordinating activities.
Strong planning, organizational and critical thinking skills.
Skill in the use of various agency systems: SharePoint, CAPPS, NeoGov, and DocuSign.
Abilities
Ability to explain policies and procedures to staff and the public; to maintain confidential and sensitive information; to develop and analyze human resources processes; to establish and maintain effective working relationships with applicants, employees, and the general public; and to communicate effectively
Ability to communicate with the public in person, by telephone, by email or through standard correspondence and over the internet related to agency training programs.
Ability to maintain confidentiality and work cooperatively as a team member in a fast-paced, deadline-orientated environment.
Ability to perform work with a high degree of attention to detail.
Ability to work cooperatively as a team member in a fast-paced, deadline-orientated environment.
REGISTRATION, CERTIFICATION OR LICENSURE:
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