Human Resources Administrative Assistant I-III (Confidential)

The Human Resources Administrative Assistant classification is a three level career series. The level of responsibility and salary will be based on qualifications of the applicant (see Education and Experience below).

If you are selected for interviews, they will take place in person on Tuesday, February 25, 2025, so please hold that date.

Click Here view the full job description and salary range for Human Resources Administrative Assistant I - Confidential.

Click Here view the full job description and salary range for Human Resources Administrative Assistant II - Confidential.

THE SUCCESSFUL CANDIDATE:

The Human Resources Administrative Assistant III provides varied office administrative and secretarial support including support of confidential labor negotiation activities to an operational department director or Assistant Director and related management, professional and supervisory staff or to a City-wide functional office such as the City Manager or the Director of Human Resources; performs technical support work related to the department to which assigned; may provide lead direction to a small office support staff.

Human Resources Administrative Assistant II – Confidential is the experienced-level class in this series, capable of performing a wide variety of work to ensure that office operations run smoothly and that the public and staff receive the highest standards of customer service. Responsibilities include performing work independently in day-to-day situations, although supervision is available in difficult or unusual situations. The work may have technical aspects, requiring the interpretation and application of departmental policies, procedures, regulations and automated business/administrative/records management applications and may involve extensive public contact and Website maintenance responsibilities.

Human Resources Administrative Assistant III - Confidential is the advanced journey-level in this professional support class series that also assists in confidential labor negotiations matters. This is an administrative office support classification, normally coordinating the office work of a department in addition to personally performing multiple administrative duties to ensure the efficient customer service provision of the assigned department. Positions may also perform City-wide office administrative work for the City Council, the City Manager and associated administrative staff. Responsibilities require the frequent use of tact, discretion and independent judgment as well as knowledge of departmental and City activities. The work may have technical aspects, requiring the interpretation and application of complex policies, procedures and regulations and may involve extensive public contact. The work normally involves regular interaction with government officials, City advisory bodies or commission members, representatives of business or community organizations, the public and all levels of City personnel to exchange information and explain administrative policies and procedures. This class is distinguished from other office support classes by the nature, scope, complexity and diversity of responsibilities originating at a department head or City-wide level.

Human Resources Administrative Assistant III - Confidential This classification receives general supervision from a senior management staff member. Specified positions may provide work direction, instruction and/or review to less experienced, part-time or volunteer staff on a project or day-to-day basis.

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(Any one position may not include all of the duties listed nor do the listed examples include all tasks that may be found in positions of this class.)

• Prepares correspondence, reports, forms, receipts, brochures, warrants, vouchers, work orders, contracts, brochures, certificates and specialized documents related to the department from drafts, notes, brief instructions, corrected copy or prior materials using computer programs with form and/or graphics.
• Acts as receptionist, providing a high level of customer service to both external and internal customers; receives and screens visitors and telephone calls; takes messages, directs the caller to the proper office or person and/or provides factual information regarding City and departmental activities and functions that may require the application and explanation of rules, policies and procedures.
• Composes standard correspondence, such as transmittal letters, from prior materials or brief instructions.
• Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting and correct English usage including grammar, punctuation and spelling.
• Enters, edits, updates and retrieves data from narrative reports or spreadsheets and prepares periodic or special reports, following established formats and menus; may create new departmental forms; may perform production data entry on a project basis.
• Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.
• Establishes and maintains office files, including confidential personnel and medical files, following an established records management system; complies with legal request for copies of files; purges files as required.
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders and arranging for equipment purchase and maintenance.
• Processes and distributes incoming and outgoing mail for the office or department.
• Operates standard office equipment, including job-related computer hardware and software applications, facsimile equipment and multi-line telephones; may operate a two-way radio or other department-specific equipment.
• May prepare, review and/or enter employee time card information and maintain related records for departmental staff.
• May prepare meeting agendas and minutes for departmental and/or specified committee or advisory body meetings; may serve on a variety of departmental or City-wide project teams or committees.
• May collect and account for fees and other monies collected.
• May complete standard forms (both online formats and hard copy) with information from the public.
• Schedules appointments, meetings, and meeting rooms.
• Coordinates timetables and work priorities with other City departments.
• Performs special projects as assigned.
• Makes travel arrangements, keeps records of expenses.
• Completes salary surveys from other cities.
• Tracks safety tailgate meetings and safety inspections.
• Processes claims filed against the City.
• Processes workers compensation claims.
• Performs related duties similar to the above in scope and function as required.

In addition to the above, the Human Resources Administrative Assistant III - Confidential classification may include the duties listed below:

• Oversees and ensures that the office administrative functions of the department to which assigned are effectively carried out; recognizes and solves issues and problems in situations that may require the use of tact, independent judgment and skill in resolving conflicts.
• Maintains a calendar and coordinates the schedule of the departmental management staff, representatives of other organizations and the public; makes travel arrangements as required.
• Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders, processing contracts and agreements, arranging for equipment purchase and maintenance, attending meetings and serving on and coordinating various task forces and committees.
• May perform departmental fiscal tasks such as; processes bills and invoices for payment; prepares and transmits a variety of financial documents, including payroll; assists in budget preparation and administration and maintains records of purchase orders, payroll, expense statements and other fiscal transactions.
• Receives and screens visitors and telephone calls, providing a high level of customer service to both external and internal customers; provides information to City staff, other organizations and the public, requiring the use of judgment and the interpretation of complex policies, rules, procedures and ordinances.
• Performs project research and report preparation related to the activities of the department to which assigned; may prepare technical reports and perform other technical work related to the department to which assigned.
• Reviews reports prepared for the City Council and the City Manager including confidential labor negotiation related reports provided to Council in Closed Session; prepares Council agenda items; may coordinate the preparation and distribution of the Council agenda packet and minutes if assigned to the City Clerk's office.
• May serve as staff to, coordinate the activities of, and attend and record the minutes of the City Council, various commissions, boards and committees and/or interdepartmental or departmental meetings; follows-up on decisions as required; may serve on a variety of departmental or City-wide project teams or committees.
• Prepares detailed and confidential correspondence and reports including that which is related to confidential labor negotiation activities, forms, invitations, graphic materials and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy or dictated tapes; proofreads materials for accuracy, completeness, compliance with departmental policies, correct formatting and correct English usage, including grammar, punctuation and spelling.
• Organizes and maintains various administrative, confidential, reference and follow-up files; purges files as required; may assist in the maintenance of the official records of the City, including the City Code and receive official documents as assigned.
• Responds to public records requests.  Is knowledgeable in City and State policies regarding document retention and response to public records requests.
• May provide work direction, review and instruction to a small office and/or volunteer staff on a project or day-to-day basis.
• Performs related duties similar to the above in scope and function as required.

KNOWLEDGE AND ABILITIES:

Knowledge of:

• Standard office practices and procedures, including filing and the use of standard office equipment.
• Business letter writing and the standard format for reports and correspondence.
• Correct business English, including vocabulary, spelling, grammar and punctuation.
• Computer applications related to the work, including basic word processing and basic spreadsheet applications.
• Record keeping and filing principles and practices.
• Standard business arithmetic and basic statistical techniques.
• Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone.

In addition to the above, the Human Resources Administrative Assistant II – Confidential will be required to have knowledge of:

• Departmental and City functions, policies and procedures, including the inter-relationship of such functions with those of other public, private, business and educational agencies.
• Applicable laws, rules and regulations.
• Advanced word processing, spreadsheets, database management and website applications related to the work.

In addition to the above, the Human Resources Administrative Assistant III – Confidential will be required to have knowledge of:

• Basic organization and function of public agencies, including the role of an elected City Council and appointed boards, commissions and committees.
• Codes, regulations, policies, technical processes and procedures related to the department to which assigned.
• Contemporary standard office administrative and administrative assistant practices and procedures
• Business letter writing and the standard format for reports and correspondence.
• Computer applications related to the work, including word processing, database, spreadsheet and website applications.
• Records management and filing principles and practices.
• Business arithmetic and basic statistical techniques.

 Ability to:

• Perform a variety of office support duties following standard guidelines, but requiring the use of independent judgment on occasion.
• Interpret and implement policies, procedures and computer applications related to the department or organizational unit to which assigned.
• Review and discuss confidential matters, including labor negotiations, with tact and ensure confidentiality is maintained.
• Compose standard correspondence and reports independently or from brief instructions.
• Make accurate arithmetic and statistical calculations and receipt and balance money.
• Use English effectively to communicate in person, over the telephone and in writing.
• File with speed and accuracy.
• Use independent judgment within established procedural guidelines and written directions.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Work in a team atmosphere and participate on a variety of departmental and City-wide committees to enhance the provision of all City services.
• Schedule and coordinate events.
• Enter data into standard computer formats and produce correspondence and reports with speed and accuracy sufficient to perform assigned work.
• Work occasional overtime, and/or work evening or off-hour shifts.
• Work in a standard office setting, use standard office equipment (including a computer), and move between various office locations.
• Lift and carry office materials weighing up to ten pounds.
• Read printed materials and a computer screen.

In addition to the above, the Human Resources Administrative Assistant II – Confidential will be required to have the ability to:

• Interpret, apply and explain department and City regulations, policies and procedures.
• Compile information from various sources and preparing accurate records, reports and files.
• Use specialized software related to the department, including database management, graphics and publication production and departmental Website maintenance.
• Develop effective team relationships with City staff at all levels.
• Organize own work, set priorities, work independently on a day-to-day basis, meeting critical deadlines and balancing multiple objectives.
• Direct and review the work of staff on a project basis.

In addition to the above, the Human Resources Administrative Assistant II – Confidential will be required to have the ability to:

• Provide varied and responsible secretarial and office administrative work requiring the use of independent judgment, tact and discretion.
• Interpret and implement policies, procedures, technical processes and computer applications related to the department or organizational unit to which assigned.
• Analyze and resolve office administrative and procedural problems.
• Perform complicated research and prepare reports and recommendations.
• Direct and review the work of staff on a project basis.
• Use tact, initiative and sound independent judgment within established policy and procedural guidelines.
• Use specialized software related to the department to which assigned, including database management, graphics and publication production and departmental Website maintenance.
• Develop effective team relationships with City staff at all levels.
• Organize own work, setting priorities, working independently on a day-to-day basis, meeting critical deadlines and balancing multiple objectives.
• Work in a team atmosphere and participate on a variety of departmental and City-wide committees and tasks to enhance the provision of all City services.
• Attend off-hours meetings, events or work occasional overtime as required.
• Lift and carry twenty pounds
• Communicate in person and over the telephone.

HUMAN RESOURCES ADMINISTRATIVE ASSISTANT I - CONFIDENTIAL  EDUCATION AND EXPERIENCE:

Equivalent to graduation from high school;

and

One year of office support, secretarial or general clerical experience.

Word processing speed of at least 45 w.p.m. is required.

HUMAN RESOURCES ADMINISTRATIVE ASSISTANT II - CONFIDENTIAL  EDUCATION AND EXPERIENCE:

In addition to the above:

Two additional years of responsible office support, secretarial or general clerical experience at a level equivalent to the City's class of Human Resources Administrative Assistant I. 
and
One year of college or technical school training in human resources management, business administration or a field related to the work (30 semester units or 45 quarter units) may be substituted for one of the three years of total required experience.
and
If promoting to the II level from the I level using the City's alternate-staffing process, the Human Resources Director must certify that the incumbent has gained the knowledge, skill and experience that meet the qualifications of that class and has demonstrated the ability to perform the work of the higher-level class.

HUMAN RESOURCES ADMINISTRATIVE ASSISTANT III - CONFIDENTIAL  EDUCATION AND EXPERIENCE:
Equivalent to graduation from high school with supplemental business school or applicable college-level course work;
and
Three years of responsible office administrative, secretarial and/or general clerical experience
or 
An equivalent combination of education and experience.Experience in a human resources environment dealing with confidential personnel matters is desirable. 

POSSESSION AND MAINTENANCE OF:

• Experience in dealing with the public and working in a human resources environment dealing with confidential personnel matters is desirable.
• Specified positions may require certification as a Notary Public

THIS POSITION WILL BE REQUIRED TO COMPLETE THE FOLLOWING BEFORE A FINAL OFFER IS MADE:

• Livescan Fingerprinting (DOJ & FBI)

Salary : $53,612 - $78,364