Human Resources Specialist I-II (HR Assistant)

% of Time

ESSENTIAL JOB FUNCTIONS (EJFs): 

30%

Receptionist & Administrative Support:

• Serves as HR receptionist; answers and routes incoming calls and manages the division group email inboxes.

• Provides technical assistance and training to and coordinates activities among division directors, managers and staff related to various staff services functions.

• Prepares, reviews, edits, and distributes correspondence, reports, forms, and project updates, summaries, presentations, agendas, and other documents. 
• Coordinates and schedules training and travel for division employees and serves as the division travel coordinator.

30%

Records Management: 

• Files documents and maintains current and former employee personnel files in SharePoint or hard copy. 
• Moves digital files from DocuSign to SharePoint and assists management with routing documents for approval.
• Serves as the division records liaison and coordinates with the legal division on disposal of records according to the agency retention schedule.

• Coordinates the development and implementation of central filing, record-keeping, and records management procedures for the division.
• Serves as Telework Coordinator; monitors request forms, maintains logs and reports.
• Completes or assists with verifications of employment.
• Assists in locating documents and responding to open records requests.

20%

HR Program Support:

10%

Office Management:

• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement. Maintains equipment, materials, and supplies for the division.
• Submits and manages CAPPS Financial requisitions for training, merchandise, supplies, and equipment orders and audits invoices before submitting for payment using guidelines, rules, policies, and laws.
• Coordinates inventory audits for the division.

10%

Performs other duties as assigned.

MINIMUM QUALIFICATIONS: 

• Education: Graduation from an accredited four-year college or university with major course work in human resources management, public or business administration, organizational development, or a related field. Additional years of experience may substitute for the required degree on a year per year basis.
• Experience: Classification level and salary offer will be commensurate to experience: 
  • HR Specialist I: less than two years of experience in office management, business administration, or human resources is required. 
  • HR Specialist II: at least two (2) years’ of experience in office management, business administration, or human resources is required. 
• Experience and proficiency in the use of computers and programs such as Microsoft Outlook, Word, PowerPoint, and Excel is required.

PREFERRED QUALIFICATIONS

• Experience and proficiency in the use of SharePoint and Adobe Pro is preferred.
• Experience working in a human resources department is preferred.
• Experience working with DocuSign, NeoGov and Centralize Accounting Payroll and Personnel System (CAPPS) is preferred.

REGISTRATION, CERTIFICATION OR LICENSURE:

KNOWLEDGE, SKILLS, AND ABILITIES: 

Knowledge
Knowledge of the principles and practices of human resources management; human resources programs such as employment, compensation, classification, employee relations, benefits, workers’ compensation, or organizational development; and federal, state, and local laws and regulations governing personnel activities
 
Skills

Skill in oral and written communication, conducting interviews, using a computer and human resources-related software applications, and handling multiple tasks and prioritizing. 

Skill in the use of a computer and applicable software such as Microsoft Office (MS Word, PowerPoint, Excel and Outlook) and Adobe Pro. 

Skill in coordinating activities. 

Strong planning, organizational and critical thinking skills. 

Skill in the use of various agency systems: SharePoint, CAPPS, NeoGov, and DocuSign.
 
  Abilities 

Ability to explain policies and procedures to staff and the public; to maintain confidential and sensitive information; to develop and analyze human resources processes; to establish and maintain effective working relationships with applicants, employees, and the general public; and to communicate effectively 

Ability to communicate with the public in person, by telephone, by email or through standard correspondence and over the internet related to agency training programs. 

Ability to maintain confidentiality and work cooperatively as a team member in a fast-paced, deadline-orientated environment. 

Ability to perform work with a high degree of attention to detail. 

Ability to work cooperatively as a team member in a fast-paced, deadline-orientated environment.

PHYSICAL REQUIREMENTS AND/OR WORKING CONDITIONS:

This position functions in a standard office environment. Must be able to move around the office to access filing cabinets, office equipment and move up to 25 pounds. Must be able to communicate and exchange information via phone, computer, in person and via electronic media. Must be able to perform repetitive use of a keyboard at a workstation. Must be able to work with overlapping deadlines.

This position is expected to work in the office but may be eligible for situational or hybrid telework schedule upon completion of an initial probationary period. For teleworking, must have a secure, dedicated workspace with internet service, ability to maintain a reliable consistent work schedule and be available for meetings and group collaboration via Microsoft Teams or other platforms/applications during regular business hours.