CONFIDENTIAL CLERK

Under general supervision, provides difficult and specialized technical and office support to the County’s Human Resources/Risk Management Division; and performs related work as required.
 
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Human Resources Manager.  Exercises no supervision of staff.  
 
CLASS CHARACTERISTICS
Incumbents in this classification perform a variety of technical and complex clerical duties requiring specialized knowledge and skills. As experience is gained, assignments become more varied and are performed with greater independence.  This classification is distinguished from other County clerical positions by direct involvement in the County’s Human Resources/Risk Management programs.(Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
 

• Participates in the recruitment, testing, screening and selection of employees, including preparing advertisements, assisting in coordinating recruitment processes including scheduling, proctoring and coordinating written performance tests and interviews; maintains relevant communication with involved parties throughout process.
• Processes and enters payroll, benefits and personnel information and changes into computer.
• Prepares orientation materials for new hire orientations and other training materials. 
• Answers employee questions regarding benefits, open enrollment periods, and other information regarding employee benefits; photographs and creates employee identification cards.
• Enters benefit enrollment and changes into related databases.
• Participates in verifying eligibility of employment for new employees.
• Maintains employee handbooks and human resources policies and procedures, under the direction of supervisory and management staff.
• Establishes and maintains employee personnel and benefits files, volunteer, and risk management files; organizes and maintains various administrative, confidential, reference, and follow-up files; purges files as required.
• Audits and processes claims all Human Resources/Risk Management programs that include retirement, long-term disability, health, life, dental, vision, employee assistance program, worker’s compensation and liability programs.
• Prepares monthly retiree insurance statements, processes payments and deposit permits.
• Provides general administrative support to the Human Resources function, including preparing correspondence, memoranda, and reports, performing reception functions, processing mail, performing data entry, and maintaining schedules and records.
• Maintains the Human Resources/Risk Management website.
• Performs related work as required.

Knowledge of: 

• Basic principles and practices of the human resources function in a public agency setting.
• Policies and procedures related to recruitment, selection, classification, compensation, and benefits administration.
• Methods, techniques, and practices of data collection and basic report writing. 
• Business letter writing and standard writing practices for correspondence.
• Record-keeping principles and procedures. 
• Modern office practices, methods, and computer equipment and applications related to the work, including word processing, database, and spreadsheet software.
• Basic math, statistic, and accounting principles and procedures.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.

 
Ability to: 

• Learn and understand applicable policies, procedures, regulations, laws, rules and standards.
• Gather and compile information from a variety of sources.
• Review human resources documents for completeness and accuracy.
• Maintain accurate and confidential human resources records.
• Perform detailed human resources office support work accurately and in a timely manner.
• Prepare clear, concise, and competent reports, correspondence and other written materials.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Understand and follow oral and written instructions. 
• Make accurate arithmetic and statistical computations.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
• Operate modern office equipment including computer equipment and specialized software applications programs.
• Use English effectively to communicate in person, over the telephone, and in writing.
• Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Maintain confidentiality of sensitive personal information of applicants, employees, former employees, and other matters affecting employee relations.

 
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be

Equivalent to the completion of twelfth (12) grade.  College-level coursework in human resources, business administration or related field desired.
 
Two (2) years of responsible administrative support experience. 
 
Licenses and Certifications:
 

• None.

INTERPERSONAL/SOFT needed to be successful in this position.

Active Listening

Looks like:   Offering your full attention when others speak, give verbal and nonverbal cues of their interest, and paraphrase what was said to ensure understanding of the discussion.

Composure

Looks like: Maintaining emotional control, under ambiguous or stressful circumstances, ability to demonstrate emotions appropriate to the situation.

Customer Orientation

Looks like: Staying close to customers and stakeholders, including elected officials, county staff, and community residents.  View the organization through the eyes of those we serve and go out of your way to anticipate and meet customer needs.

Initiative

Looks like: Being proactive and act without being prompted, not waiting to be told what to do or when to do it, see a need and take responsibility.

Integrity

Looks like:   Think and act ethically and honestly, take responsibility for your actions and foster a work environment where integrity is expected.

Problem Solving

Looks like: Identify problems, solve them, acti decisively, and show good judgment.   Isolate causes from symptoms, and compile information and alternatives to illuminate problems or issues.

Team Player

Looks like:  Be team oriented, identify your role within the team, share resources, respond to requests from other parts of the department/organization, and support larger legitimate organizational agendas.

TECHNICAL/HARD needed to be successful in this position.

Customer Services:

Looks like: Providing the human touch by personalizing interactions and listening actively.  Be patient when customers are confused and frustrated.  Respond timely and empathize.   

Informal Communication

Looks like: Clearly and articulately convey information to others in casual or informal situations (telephone calls, meetings, spontaneous gatherings), understand that the majority of communication is delivered through nonverbal cues and are able to interpret body language accurately.

Learning Agility

Looks like: Continuously seek new knowledge, stay curious, learn quickly, use new information effectively, and help create and foster a culture of interest.

Organizational Knowledge

Looks like: Understand the workings of the department and organization as a whole, understand formal and informal policies and structures that govern operations, the “how this place works.”

Organizing and Planning

Looks like: Have strong organizing and planning skills that allow them to be highly productive and efficient, manage time wisely, effectively prioritize multiple competing tasks and plan, organize, and actively manage meetings for maximum productivity.

Microsoft Office Proficiency

Looks like: Intermediate use of Word, Excel, and Outlook.

General Office Experience

Looks like:   Understanding of receptionist duties, office support.  

Salary : $21,133 - $25,688