Description

Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

DEFINITION:

Under general supervision, assists the Director of Human Resources and Risk Management and provides technical/clerical assistance in the recruitment process, the administration of benefit plans, processing of claims, and salary and performance evaluation programs; performs other related duties as required.

DISTINGUISHING CHARACTERISTICS:

The Human Resources Assistant is the journey level support classification that performs specialized clerical and technical tasks pertaining to personnel or risk management programs. The class is distinguished from other clerical/technical classifications by the knowledge required to independently perform specialized and technical tasks. Incumbents have access to confidential information concerning the employer-employee relations process. This class is distinguished from the next higher classification of Management Assistant in that the latter is a professional level class responsible for independently performing the whole scope of human resources related functions.

SUPERVISION RECEIVED/EXERCISED:

Receives general supervision from the Director of Human Resources and Risk Management. Incumbents in this classification do not routinely exercise supervision.

Examples of Duties

ESSENTIAL FUNCTIONS: (include but are not limited to the following)

Assists the Director of Human Resources and Risk Management and provides technical/clerical assistance in the recruitment process, the administration of benefit plans, processing of claims, and salary and performance evaluation programs.

Responds to inquiries regarding the recruitment and selection process; screens job applications; drafts and places job announcement advertisements; corrects and scores exams and notifies candidates of results; schedules employment medical exams; processes fingerprint forms for prospective employees; explains City employment policies and procedures; provides new employee orientation and prepares related documents.

Explains employment benefits; coordinates enrollment in insurance plans, and may assist with preparation of group insurance claims; provides liaison to other City staff, claims adjusters, and investigators, and insurance agents in the disposition of claims.

Explains terms or conditions of City employment in accordance with established policy; advises employees and management regarding personnel rules and established procedures; prepares documents for separations and conducts exit interviews as assigned.

Prepares, maintains, and/or processes various personnel documents, files, and records, including eligibility lists, performance evaluations, group insurance; reconciles insurance premium statements, and otherwise processes for payment.

Develops a variety of personnel forms; tabulates information and prepares statistical reports; conducts or completes surveys of salary and benefits; compiles and prepares summaries of data and related reports.

Composes and types correspondence from oral and written instructions, or initiates routine correspondence; operates a computer or word processing and other automated systems in the execution of assigned tasks.

Establishes positive working relationships with representatives of community organizations, State/local agencies and associations, City management and staff, and the public.

OTHER DUTIES: (include but are not limited to the following)

Schedules appointments and makes arrangements for meetings; makes travel and seminar arrangements; answers a variety of questions from the public and city employees.

Assists in monitoring and preparing the department budget; codes invoices, claim vouchers, and related documents, and coordinates payments of expenditures according to established procedure.

Assists in the preparation and distribution of agenda for Personnel Board meetings; attends board meetings; takes and transcribes minutes; assists with Disaster Preparedness exercises and provides related information including the writing of scenarios and public information materials.

May be exposed to confidential and privileged information during the course of duties, which should be maintained as such.

Performs other related duties as required.

PHYSICAL, MENTAL AND ENVIRONMENTAL WORKING CONDITIONS:

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement, and fine coordination in using a computer keyboard. Additionally, the position requires near and far vision in reading written reports and work related documents. Acute hearing is required when providing phone and personal service. The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds is also required.

Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

Typical Qualifications

QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification.)

Education and/or Experience:

Any combination of education and experience that has provided the knowledge, skills, and abilities necessary for a Human Resources Assistant. A typical way of obtaining the required qualifications is to possess the equivalent of two years of increasingly responsible clerical experience related to the administration of recruitment and selection processes, and salary and benefit program, and a high school diploma, supplemented by specialized training in personnel administration or a related field.

License/Certificate:

Possession of, or the ability to obtain, a valid California Class C driver's license.

KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS's necessary to perform essential duties of the position.)

Knowledge of:

Modern principles and practices of human resources administration related to recruitment, selection, Workers' Compensation, safety, training, and insurance/benefit administration; basic principles of mathematics; applicable Federal, State, and local laws, codes, and regulations; methods and techniques of scheduling work assignments; standard office procedures, practices, and equipment; modern office practices, methods and equipment, including a computer and applicable software; methods and techniques for record keeping and report preparation and writing; proper English, spelling, and grammar; occupational hazards and standard safety practices.

Ability to:

Maintain confidentiality; compile data; organize, prioritize, and follow up on work assignments related to recruitment, selection, training, Workers' Compensation, safety, and insurance/benefit administration; perform mathematical calculations quickly and accurately; interpret, explain, and apply applicable laws, codes, and regulations; read, interpret, and record data accurately; work independently and as part of a team; make sound decisions within established guidelines; analyze a complex issue and develop and implement an appropriate response; follow written and oral directions; observe safety principles and work in a safe manner; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships.

Skill to:

Operate standard office equipment, including a computer and variety of word processing and software applications.

Supplemental Information

Medical:

Applicants will be required as a prerequisite to employment to successfully pass a physical examination, including a drug screen, the cost of which will be paid by the City.

Selection/Exam Process:

The person selected will be expected to perform all the functions of the position. Based on a review of the applications and the supplemental applications received, the candidates appearing to be the most qualified and meeting the City's particular needs will be invited in writing to the exam process. A candidate must achieve a passing score on each exam to proceed to the next exam.

Exam Information: (Dates to be determined.)

Panel Oral Interview: 100%(TBD)