Confidential Assistant II/III (Human Relations Specialist)

This position provides administrative support to the CEO-HR Operations & Benefits team, County Safety, County departments, and employees. Responsibilities may include, but are not limited to, coordinating and facilitating a variety of administrative and clerical activities, maintaining and processing confidential personnel, financial, and department records and documents, preparing correspondence and other materials, and supporting the efficient flow of work throughout the organization. 

To learn more about the Chief Executive Office, https://www.stanjobs.org/. 

Questions? We're Here to Help! If you are interested in learning more about this opportunity, the recruitment process, or need assistance with your application, please contact the Recruitment Analyst at 209-525-6341.

• Maintain/manage employee personnel files and electronic file systems:
• Review and answer routine correspondence, and respond to inquiries in a timely fashion;
• Interpret and explain County/department rules, policies and procedures, Memorandum of Understanding (MOU's), and leave and/or benefit plan documents for employees and other County departments;
• Serve as a liaison with County departments, employees and outside agencies in a professional manner;
• Process department payroll;
• Comply with HIPPA and County confidentially rules/standards when handling confidential personnel, financial and departmental documents and correspondence;
• Update County website and Connect pages;
• Perform functional testing of HRMS/PeopleSoft system updates;
• Develop training materials and written resources;
• Conduct County-wide trainings and workgroups;
• Screen leave of absences for protected leaves and/or benefit eligibility;
• Apply Federal, State and County laws and policies to leave requests;
• Issue correspondence for leave of absence requests regarding protected leaves within mandated timeframes;
• Process Personnel Action Forms (PAFs);
• Administer benefit processes such as benefit enrollments, family status changes, and open enrollment administration;
• Calculate and apply payroll adjustments for benefit premiums using basic accounting principles and formulas;
• Assist in the development of training, new forms and processes to assure continuous improvements in Benefits, Leaves and HR Operations;
• Review materials for completeness and accuracy; 
• Administrative support; and
• Perform other duties as assigned.

• Personnel and Human Resources — Knowledge of confidential principles and procedures for personnel, training, compensation and benefits, payroll, labor relations, and personnel information systems;
• Administrative — Knowledge of administrative and office procedures and systems such as word processing systems (Microsoft Office Suite), managing and maintaining files and records, designing forms, and workplace terminology;
• English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar;
• Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction, both internally and externally; and
• Research Methods —  Knowledge of methods to compile and verify information that results in a follow-up summary or report writing.
• Purpose — Understand the importance of the County vision, mission, values and priorities.

• Commitment to Inclusiveness — Demonstrate a commitment to diversity, equity, and inclusion through continuous development, modeling inclusive behaviors, and proactively managing bias.
• Culture — Exhibit the County values as an influencer of County culture.
• Speaking — Talking to others to convey information effectively;
• Typing —  Ability to type at a speed of 45 WPM;
• Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times;
• Reading Comprehension — Understanding written sentences and paragraphs in work-related documents;
• Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems;
• Writing — Communicating effectively in writing as appropriate for the needs of the audience;
• Service Orientation — Actively looking for ways to help people;
• Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do;
• Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making;
• Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one;
• Complex Problem Solving — Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions;
• Instructing — Teaching others how to do something;
• Law and Government—  Understand and apply laws, rules, procedures and policies relating to the work of the department;
• Coordination — Adjusting actions in relation to others' actions;
• Learning Strategies — Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things;
• Monitoring — Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action; and
• Time Management — Managing one's own time and the time of others in order to meet ongoing deadlines.

• Two (2) years of full-time clerical experience performing administrative, analytical, or program support duties.

• One (1) years of full-time clerical experience performing administrative, analytical, or program support duties; AND
• A minimum of 30 semester units in Business Administration, Public Administration, Human Resources or a related field. 

• Three (3) years of full-time journey-level clerical experience performing administrative, analytical, or program support duties.

• Two (2) years of full-time journey-level clerical experience performing administrative, analytical, or program support duties; AND
• A minimum of 30 semester units in Business Administration, Public Administration, Human Resources or a related field. 

Proof of education may be required for verification purposes at the time of application. Applicants who are unable to submit proof must call 209-525-6341 to make other arrangements. Failure to submit proof will result in disqualification. 

• One (1) year experience performing Human Resources related functions; OR
• One (1) year experience working in a California public agency

• Application Review and Screening. Applications are carefully screened based on information provided. Those who submit incomplete applications that lack relevant qualifications or do not submit all required documents will not be invited to move on.
• Written Examination. Applicants will be invited to participate in a written exam that tests knowledge for the position.
• Oral Examination. Applicants are invited to a panel interview in which they will be evaluated by County subject matter experts.
• Eligible Lists. Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for six months but may be extended up to eighteen months.

Unless otherwise provided, this position is part of the Unclassified Service of the County and considered “at will” for labor relations purposes. The individual selected will participate in the Stanislaus County Pay-for-Performance program, as well as receive additional benefits.

The Job Task Analysis provides information detailing the physical and functional demands of the classification. For the complete job task analysis, visit the Risk Management website athttp://www.stancounty.com/riskmgmt/under the "Disability" tab.

Note: The eligible list generated from this recruitment may be used to fill future extra-help, part-time and full-time vacancies throughout Stanislaus County.

Incumbents may also be subject to overtime, standby, callback, weekend, holiday and shift assignments as identified in their MOU (Memorandum of Understanding).

Part-time extra-help is a provisional classification where permanent status may not be obtained. This position is subject to overtime, standby, shift, and callback assignments and will perform related duties as assigned. This position is non-benefited except for participation in a 401a program with Nationwide. 

RECRUITMENT ACCOMMODATIONS

Arrangements may be made to accommodate disabilities and religious convictions. Applicants requiring testing accommodations are required to complete and submit the Testing Accommodations Request Form prior to the test administration date. Special arrangements for religious convictions should be included in the "Additional Information" section of the application form.

GENERAL QUALIFICATIONS

• Pass County-paid pre-employment job-related background investigation.
• Perform job duties in a manner assuring a safe working environment for oneself and others.
• Maintain confidential information according to the legal standards and/or County regulations as required.
• Some positions may be required to possess and maintain a valid California Driver’s License and meet County insurability requirements.

APPLICATION AND/OR EXAMINATION APPEAL RIGHTS

Application and/or examination results may be appealed by applicants presenting facts alleging irregularity, fraud and/or error in application screening or in exam scoring. Appeals must be in writing and submitted to the Chief Executive Officer within seven (7) days after the examination results are emailed.

DISCLAIMER

Stanislaus County reserves the right to revise the examination plan described in this flyer to better meet the needs of County service. The provisions of this bulletin do not constitute an express or implied contract. Any provision contained in this bulletin may be modified or revoked without notice. The information contained in the bulletin is information which sets forth a general summary of benefits for this respective position. This information is not legally binding. The benefits and other information regarding this position may be found in the Stanislaus County Code, the Stanislaus County Personnel Policies manual, or in the applicable Memorandum of Understanding(s), and such information prevails over information contained in this flyer. Questions regarding this bulletin may be directed to the Stanislaus County Chief Executive Office/Human Relations.