Human Resources Assistant

General Description

• Assisting with recruitment processes, including job postings, coordinating interviews, and conducting background checks
• Supporting onboarding and offboarding processes
• Assisting with employee relations and engagement initiatives
• Processing worker’s compensation claims, preparing reports and answering claims questions
• Supporting risk management activities, maintaining records and documents related to damage to City-owned vehicles, property, and contractor’s equipment

Examples of Duties

• Serves as receptionist; answers phones and provides messages to appropriate staff. Greets customers, visitors and government officials. Provides information and responds to complaints.
• Serves as administrator of the City’s on-line employment application program and the City’s insurance carrier website. Assists candidates and employees with inquiries and troubleshoots program problems. Coordinates program updates and/or interfaces with the Information Services Department and Payroll. Provides staff with program updates and training. Develops and prepares various reports. Updates the Human Resources’ web page on the City internet site as needed.
• Coordinates recruitment processes including the preparation of internal job notice postings, preparing and placing advertisements, scheduling interviews and forwarding confirmation letters to candidates. Proofs, files and distributes confidential interview questions, responds to unsolicited resumes, applications, phone inquiries and general questions. Coordinates and schedules travel arrangements and hotel reservations for candidates. May be involved in conducting candidate interviews as needed.
• Orders confidential criminal/police background checks on candidates. Coordinates and conducts testing process, maintains files. Maintains record of vacancies and position control data.
• Processes Worker’s Compensation claims, develops reports and answers routine employee claims questions. Assists with annual renewals of Worker’s Compensation and all casualty insurances.
• Maintains records and documents damage to City-owned vehicles and property, contractor’s equipment and animals. Submits claims to the appropriate insurance company; invoice at-fault third parties and collect on delinquent invoices.
• Maintains current record of City-owned licensed vehicles and City-owned property. Provides updates to the City’s insurer on an ongoing basis. Procures and transfers license plates/registration for City-owned vehicles.
• Ensures that Certificates of Insurance are received and in compliance with City ordinance or contract.
• Assists as needed with the review, testing and implementation of the City’s HRMS system.
• Assists with enrolling new employees in the City’s benefit programs as needed. Conducts benefit enrollment audits as necessary.
• Maintains detailed, confidential personnel and medical filing system; ensures efficient retrieval of information; maintains accuracy and confidentiality of personnel records.
• Provides administrative support to department staff as required.
• Performs other duties as assigned.

Minimum Qualifications Required

• High School diploma or equivalent.
• Completion of post high school courses in business, human resources, insurance or related field required.
• Minimum of two years related experience required.
• Experience with Human Resources Information Systems (HRIS) is desired.

Knowledge, Skills & Abilities

• Problem solving - identifies and resolves problems in a timely manner and gathers and analyzes information skillfully
• Interpersonal Skills - maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
• Oral communication - speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings.
• Written Communication - edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Customer Focus – determines, understands and meets the needs of internal and external customers, responds quickly to customer concerns.
• Planning/organizing - prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
• Quality control - demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Adaptability—adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Dependability - consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
• Safety and security - actively promotes and personally observes safety and security procedures, and uses equipment and materials properly.
• Typing and other testing tools may be used to assess applicants’ skills.

• Lifting up to 10-20 pounds.
• Carrying up to 10-20 pounds.
• Frequent sitting.
• Ability to focus for long periods of time on projects.
• Ability to reach, stoop and lift.