Human Resources Assistant

Description

Applications will be accepted until there are a sufficient number of highly qualified applicants from which to make a selection, up to a max of 80 applicants. Interviews may be conducted throughout the recruitment process and this opening may close at any time prior to the deadline. Therefore, candidates should apply as soon as possible.

DEFINITION

Under limited supervision, performs a wide variety clerical and technical administrative work for Human Resources (HR), Safety, Regulatory, and other administrative departments, including, but not limited to, filing, data entry, meeting set up, correspondence, and tracking; performs related duties as required.

CLASS CHARACTERISTICS

This confidential position performs a wide variety of clerical and administrative work focused on Human Resources, Safety, and Regulatory, with occasional administrative tasks performed for the General Manager, Information Technology, and Public Information departments. Tasks are performed with limited supervision within a framework of established procedures.

SUPERVISION RECEIVED AND EXERCISED

This position is supervised by the Human Resources & Risk Manager and occasionally takes direction from the Human Resources Analyst. Assignment priority and workload is set by the Human Resources & Risk Manager. This position does not supervise or direct staff.

Essential Functions

Essential functions include, but are not limited to, the following:

• Performs routine clerical and technical administrative functions for Human Resources, Safety, and Regulatory; prepares, maintains, and processes detailed files, records, and documents; reviews variety of documents for accuracy and completeness; research discrepancies; records information; performs same for Information Technology, Public Information, and General Manager departments as assigned;
• Prepares and maintains all Human Resources records, including personnel, administrative, and confidential files, both in paper and electronic record-keeping systems; performs data entry into Human Resources systems; tracks and monitors due dates for training, performance evaluations, pay changes, and other HR tasks; creates and distributes Human Resources documentation and correspondence; reviews benefits invoices for accuracy; tabulates information and prepares reports;
• Assists with Human Resources tasks, such as interviews, new hire orientation, job fairs, and events; prepares interview packets, sends confirmation notices, creates new hire packets in DocuSign; assists with coordinating District-wide HR events, including ordering food, shopping, set-up, and clean up;
• Submits invoices for payment utilizing internal District software for Human Resources; performs same for Information Technology, Public Information, and General Manager departments as assigned; tracks and enters receipts for credit card statements and enters required documentation into electronic system;
• Acts as back up to the Executive Assistant in their absence, including attending and supporting committee and Board meetings; may help prepare meeting packets, agendas, and minutes;
• Assists with training registrations and travel arrangements for supported departments, including Board of Directors;
• Operates copiers and a variety of office equipment;
• Performs duties in a professional manner and works well with others or in a team setting;
• Establish and maintain cooperative working relationships with co-workers, outside agencies, and the public;
• Regular attendance and adherence to prescribed work schedule to conduct job responsibilities;
• Observes safe work practices and safety methods; performs other duties as assigned.
  
  

Typical Qualifications

Ideal Candidate Statement

• Detail-oriented and organized, performs clerical and administrative work accurately
• Prior experience in administrative support dealing with personal and confidential data, preferably for a public employer
• Demonstrates initiative, works well with others at all levels of an organization
• Clear and professional communication skills, both orally and in writing
• Can change tasks and adjust priorities in an accurate and organized manner
• Up-to-date computer software & hardware skills
  
  

Knowledge Of

Knowledge, Skills, and Abilities

• Contemporary office methods and procedures; operation of a variety of office equipment including computers, copiers, and scanning equipment;
• Principles and practices of confidential record-keeping;
• Computer applications related to the work, including word processing, database, and spreadsheet applications;
• Correct business English usage, including grammar, spelling, vocabulary, and punctuation.
  
  

Ability To

• Communicate clearly and concisely, both orally and in writing; use correct English grammar, punctuation, and spelling;
• Perform work with accuracy, speed, and minimal supervision; organize, prioritize and independently complete tasks within deadlines;
• Type documents and keep accurate records; maintain filing systems and records in timely manner;
• Keep information confidential;
• Establish and maintain effective working relationships with others contacted in the course of the work;
• Apply rules, regulations, procedures, and policies;
• Perform arithmetic computations accurately;
• Operate a desktop computer and standard office software and hardware;
• Observe safe work methods and safety precautions related to the work.
  
  

Education & Experience

Any combination of education or experience that would likely provide the necessary knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: high school graduation or equivalent, and;

• three years of experience in performing office administrative duties, including working with highly confidential data. Administrative experience in human resources is highly desired.
  
  

Licenses, Certificates, and Special Requirements

• Possession of, or ability to obtain, a Class C California driver’s license, and a satisfactory driving record.
  
  

Supplemental Information

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Employees may be requires to wear and/or use personal protective and other safety equipment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently requiring sitting; talk or hear; use hands and fingers to grasp; and feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. The noise level in the work environment is usually quiet.

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave. To learn more details, visit our benefits page.

• Vacation and sick leave
• 4 medical plan options
• District-paid dental, vision, life, and long-term disability insurance
• CalPERS 3% at 60 for Classic Members
• Social Security integration
• $3,000 District match to deferred compensation plans
• 9/80 Work Schedule
• Qualifying Employer for Public Service Loan Forgiveness
• Tuition Reimbursement
• Onsite Fitness Facility
• Hybrid Remote/Office Flexibility May Be Available After Introductory Period
  
  

01

How many years of experience in office administrative duties do you have, including working with highly confidential data?

• Less Than 1 Year
• At Least 1 Year But Less Than 2 Years
• At Least 2 Years But Less Than 3 Years
• At Least 3 Years
  
  

02

Do you have prior experience working in a Human Resources department?

• Yes, for a private sector employer
• Yes, for a public sector employer
• No, I do not have that experience.
  
  

03

Do you have a current and valid California driver's license?

• Yes
• No
  
  

04

Briefly describe a work project that required you to do extensive cross-checking or auditing. What was your role and the end result of the project?

• Required Question