What are the responsibilities and job description for the Personnel Assistant (Extra Help & Full Time) position at CalHR?
Under general supervision, to prepare and process a variety of personnel documents and reports; to prepare and process payroll information and documents; to provide information to others about personnel systems and policies; to coordinate and facilitate recruitment and selection activities; and to do related work as required. Advises agency management regarding matters related to personnel and payroll.
The Personnel Assistant class is a single-position class. The incumbent performs a variety of specialized support functions with respect to the County payroll and personnel functions and the recruitment and selection and personnel activities with California Merit System Services when assigned to Human Services Agency.
EXAMPLES OF DUTIES:
- Duties may include, but are not limited to, the following:
- Processes the Department's staff personnel evaluations.
- Maintains and certifies eligible lists to management staff.
- Schedules and contacts job candidates for selection and employment interviews.
- Contacts Department units for recruitment requests.
- Provides assistance in preparing vacancy announcements.
- Prepares and processes personnel transactions, including hires, terminations, and leaves of absence.
- Prepares a variety of correspondence related to the employment process.
- Enters personnel data into a computer system.
- Establishes personnel records and files for new employees.
- Signs-up new employees for benefit programs.
- Assists with the preparation and processing of the biweekly payroll.
- Coordinates payroll transactions with County Departments, such as the Auditor-Controller and Human Resources.
- Serves as a liaison with other Departments with respect to personnel and payroll transactions and recruitment and selection activities.
- Provides explanations and interpretations of personnel and payroll policies and rules, including those administered by Merit System Services when assigned to Human Services Agency.
- Interprets, applies and explains related laws, rules, and regulations.
- Researches questions from staff by consulting policy and procedure manuals and other documents related to personnel issues.
- Provides responses to inquiries.
- Conducts new employee orientation.
- Performs analytical work and administrative support for Staff Services Manager and Staff Personnel Analyst
Knowledge of:
- Principles and practices of payroll and personnel recordkeeping functions.
- Laws, rules, regulations, and policies involving County and California Merit System Services personnel systems.
- Computerized systems for maintaining personnel and payroll data.
- Modern office practices, procedures, and equipment, including filing methods and procedures.
- Principles and practices of recruitment and selection in a Public Agency.
- Applicable state and federal laws, regulations. Including EEO/Affirmative Action guidelines.
- Methods of recruitment and examining.
- FLSA, FMLA, ADA and other Federal and State laws and regulations.
Ability to:
- Perform a variety of complex support functions for personnel and payroll systems.
- Maintain and update a computerized personnel and payroll database.
- Understand, interpret, apply, and explain personnel, payroll, and recruitment and selection rules, regulations, policies, and procedures.
- Gather data and prepares reports and make arithmetical calculations quickly and accurately.
- Coordinate a variety of transactions between the Department, other County departments, and California Merit System Services.
- Establish and maintain cooperative working relationships.
- Train staff in work procedures
- Perform a variety of analytical work, administrative support assignments.
- Function under minimal supervision, exercising sound judgment in making independent decisions.
- Reason logically.
- Perform and document research in dealing with personnel issues.
- Speak and write effectively and use correct English, spelling, grammar and punctuation.
- Deal with difficult or upset staff and others in the course of work.
ESSENTIAL FUNCTIONS
- Operate a personal computer and other office equipment, including repetitive hand and arm motions.
- Frequent use of hand-eye coordination.
- Occasionally required to sit for extended periods.
- Communicate effectively with others in person and over the telephone.
- Analyze data, interpret policies, procedures and regulations, develop appropriate conclusions, and prepare reports.
- Meet deadlines under stressful conditions.
- Resolve conflicts and respond appropriately to complaints.
- Complete multiple priority projects with conflicting deadlines.
- Maintain confidential information in accordance with legal standards and/or County regulations.
- Prepares quarterly reports concerning staff.
- Perform personnel and payroll functions.
- Make presentations/new employee orientation.
- Balance multiple tasks and deadlines.
- Operate Imaging system for personnel records.
- Regular attendance is an essential function.
Three (3) years of financial and personnel recordkeeping experience, including at least one (1) year processing detailed personnel transactions.
TRAINING & EXPERIENCE EXAMINATION – WEIGHTED 100%
The Training & Experience Examination is designed to elicit a range of specific information regarding each candidate’s knowledge, skill, abilities, and potential to effectively perform the duties relative to the classification. Responses to the questionnaire will be assessed based on pre-determined rating criteria. All applicants must complete the entire examination to receive a score. In order to obtain a position on the eligible list, candidates must receive a minimum rating of 70% on the examination.
Examination administration and processing time is approximately two weeks after the closing date of the job bulletin.
ELIGIBLE LIST INFORMATION
A departmental open eligible list will be established for the county of Merced. The list will be utilized for 12 months after it is established unless the needs of the service and conditions of the list warrant a change in this period.
RETEST PERIOD
Once you have taken the examination, you may not retest for SIX (6) MONTHS from the established eligibility date.
SPECIAL TESTING ARRANGEMENTS
Special testing arrangements may be made to accommodate applicants for disability, military, or religious reasons. If you require such arrangements, please contact CalHR at mssprogram@calhr.ca.gov or 916-909-3701 upon notification that your application has been approved. Documentation from medical, military, school or church officials outlining the accommodation request must be received by our office a minimum of five business days prior to a scheduled examination.
EDUCATION DOCUMENTS
If you are using education to meet the minimum qualifications, you must attach your transcripts to your application. Applicants with foreign transcripts must provide a transcript evaluation that indicates the number of units to which the foreign course work is equivalent. Transcripts and evaluations may be unofficial; official transcripts may be required upon appointment. Please redact birthdates and social security numbers.
GENERAL INFORMATION
This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for visa sponsorship by the start date of employment.
MSS reserves the right to revise the examination plan to better meet the needs of the recruitment if the circumstances under which this examination was planned change. Such revision will be in accordance with civil service laws and rules and all competitors will be notified.
If you meet the requirements stated on this bulletin, you may take this examination. Your performance in this examination will be rated against predetermined rating criteria. All competitors who pass will be added to the eligible list. Meeting the entry requirements does not assure success in the examination or placement on the eligible list.
General Qualifications: Applicants must possess essential personal qualifications including integrity, initiative, dependability, good judgement, the ability to work cooperatively with others, and a state of health consistent with the ability to perform the assigned duties of the class. A medical examination may be required. As part of the hiring process, a background investigation may be required.
EQUAL EMPLOYMENT OPPORTUNITY
The Merit System Services program is committed to equal employment opportunity for all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
DRIVER’S LICENSE REQUIREMENT
Some positions in this classification may require possession of a California driver’s license. Employees who drive on County business to carry out job-related duties must possess a valid California driver’s license for the class of vehicle driven and meet automobile insurability requirements of the County. Eligibility for employment for those who do not meet this requirement due to disability will be reviewed on case-by-case basis by the appointing authority.
ABOUT MERCED COUNTY
Merced County is located in the northern part of the San Joaquin Valley in central California, an area earning worldwide acclaim for its rich agriculture, and spans from the coastal ranges to the foothills of Yosemite National Park. The City of Merced, the self-proclaimed Gateway to Yosemite, has a population of approximately 81,102, yet retains the charm of a small town with amenities routinely found in larger communities. Merced's revitalized downtown is emerging as the entertainment center of the area. The County is representative of the rural heartland and Gold Rush remnants underpinning the state's heritage. It is a peaceful, quiet, and friendly area with an abundance of beautiful bike paths and offers choices of higher education in UC Merced and Merced College.
The Training & Experience Examination is designed to elicit a range of specific information regarding each candidate’s knowledge, skill, abilities, and potential to effectively perform the duties relative to the classification. Responses to the questionnaire will be assessed based on pre-determined rating criteria. All applicants must complete the entire examination to receive a score. In order to obtain a position on the eligible list, candidates must receive a minimum rating of 70% on the examination.
Examination administration and processing time is approximately two weeks after the closing date of the job bulletin.
ELIGIBLE LIST INFORMATION
A departmental open eligible list will be established for the county of Merced. The list will be utilized for 12 months after it is established unless the needs of the service and conditions of the list warrant a change in this period.
RETEST PERIOD
Once you have taken the examination, you may not retest for SIX (6) MONTHS from the established eligibility date.
SPECIAL TESTING ARRANGEMENTS
Special testing arrangements may be made to accommodate applicants for disability, military, or religious reasons. If you require such arrangements, please contact CalHR at mssprogram@calhr.ca.gov or 916-909-3701 upon notification that your application has been approved. Documentation from medical, military, school or church officials outlining the accommodation request must be received by our office a minimum of five business days prior to a scheduled examination.
EDUCATION DOCUMENTS
If you are using education to meet the minimum qualifications, you must attach your transcripts to your application. Applicants with foreign transcripts must provide a transcript evaluation that indicates the number of units to which the foreign course work is equivalent. Transcripts and evaluations may be unofficial; official transcripts may be required upon appointment. Please redact birthdates and social security numbers.
GENERAL INFORMATION
This position is not eligible for visa sponsorship. Applicants must be authorized to work in the United States without the need for visa sponsorship by the start date of employment.
MSS reserves the right to revise the examination plan to better meet the needs of the recruitment if the circumstances under which this examination was planned change. Such revision will be in accordance with civil service laws and rules and all competitors will be notified.
If you meet the requirements stated on this bulletin, you may take this examination. Your performance in this examination will be rated against predetermined rating criteria. All competitors who pass will be added to the eligible list. Meeting the entry requirements does not assure success in the examination or placement on the eligible list.
General Qualifications: Applicants must possess essential personal qualifications including integrity, initiative, dependability, good judgement, the ability to work cooperatively with others, and a state of health consistent with the ability to perform the assigned duties of the class. A medical examination may be required. As part of the hiring process, a background investigation may be required.
EQUAL EMPLOYMENT OPPORTUNITY
The Merit System Services program is committed to equal employment opportunity for all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
DRIVER’S LICENSE REQUIREMENT
Some positions in this classification may require possession of a California driver’s license. Employees who drive on County business to carry out job-related duties must possess a valid California driver’s license for the class of vehicle driven and meet automobile insurability requirements of the County. Eligibility for employment for those who do not meet this requirement due to disability will be reviewed on case-by-case basis by the appointing authority.
ABOUT MERCED COUNTY
Merced County is located in the northern part of the San Joaquin Valley in central California, an area earning worldwide acclaim for its rich agriculture, and spans from the coastal ranges to the foothills of Yosemite National Park. The City of Merced, the self-proclaimed Gateway to Yosemite, has a population of approximately 81,102, yet retains the charm of a small town with amenities routinely found in larger communities. Merced's revitalized downtown is emerging as the entertainment center of the area. The County is representative of the rural heartland and Gold Rush remnants underpinning the state's heritage. It is a peaceful, quiet, and friendly area with an abundance of beautiful bike paths and offers choices of higher education in UC Merced and Merced College.
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