Human Resources Assistant

The City of Albany’s Human Resources Department is currently seeking candidates to join our team as a Human Resources Assistant! In this role, you’ll provide essential support to employees and applicants while helping deliver effective human resources programs and services. Join us and play a vital role in supporting our employees and creating a positive experience throughout the organization!

Benefits include:

• Excellent medical, vision and dental benefit package for the employee and qualified family members with low monthly out-of-pocket cost. (Download PDF reader) Employee-paid premium is approximately $59 per month for employee-only coverage up to a maximum of $170 per month for family coverage.  
• City-paid contribution to a VEBA Trust account for out-of-pocket healthcare expenses. Currently, the annual contribution is $2,000 for employee-only and $4,000 for employee plus dependent(s).
• Paid time off including:
  • 8 hours of vacation leave per month, with progressive increases
  • 8 hours of sick leave per month
  • 10 paid holidays per year
  • No waiting period to use vacation and/or sick leave accruals.
• Excellent retirement benefits including: 
  • City-paid participation in the Oregon Public Employee Retirement System (OPSRP and City pays 6% IAP contribution) 
  • City-paid 2.5% contribution into pre-tax deferred compensation plan 
• In addition, other benefits such as job-related college tuition and book reimbursement, employee assistance program, basic life insurance, short-term disability, long-term disability, and flexible spending accounts for healthcare and childcare expenses.

To learn more about our organization, our community, and our benefits, click here. 

Position Summary

The Human Resources Assistant performs paraprofessional, administrative, and customer service-oriented work in support of the City's human resources programs and services. The position serves as a primary point of contact for employees, applicants, retirees, and the public, providing information, assistance, and administrative support related to recruitment and selection, onboarding, employee benefits, leave administration, training and development, human resources information systems (HRIS), records management, workers' compensation, and other human resources programs.

The Human Resources Assistant is responsible for coordinating and processing a variety of human resources transactions, maintaining confidential personnel records, supporting compliance and reporting requirements, and assisting with department initiatives and special projects. The position exercises judgment and discretion in handling confidential information while ensuring responsive customer service and accurate administration of assigned programs and processes.

The Human Resources Assistant contributes to a positive employee experience by delivering high-quality service, maintaining accurate records, supporting operational efficiency, and helping ensure effective delivery of human resources programs throughout the organization.

DISTINGUISHING CHARACTERISTICS

The Human Resources Assistant is the entry and intermediate paraprofessional classification within the Human Resources series. The position performs a variety of administrative, technical, customer service, and program support activities requiring knowledge of human resources policies, procedures, systems, and practices.

This classification is distinguished from the Human Resources Analyst by its primary focus on program coordination, administrative support, records administration, customer service, and transactional processing.  While the Human Resources Assistant may provide information regarding policies and procedures and assist with administration of human resources programs, the Human Resources Analyst is responsible for broader program administration, analysis, interpretation, and consultation on professional human resources matters.

Work requires attention to detail, sound judgment, and discretion in handling confidential and sensitive information. Questions involving interpretation of policy, complex human resources matters, employee relations issues, or situations outside established procedures are referred to Human Resources professional staff or department leadership as appropriate.

The duties listed are intended only as illustrative examples of the various types of work that may be performed by individuals in this classification. Any of the following duties may be performed. These examples are not necessarily performed by all incumbents and do not include all specific essential functions and responsibilities the incumbent may be expected to perform.

Human Resources Customer Service and Employee Support

• Serve as a primary point of contact for employees, applicants, retirees, supervisors, and the public regarding human resources programs, services, policies, procedures, and employment opportunities.
• Respond to inquiries in person, by telephone, email, and other communication methods and provide accurate, timely, and professional customer service.
• Provide information regarding recruitment processes, onboarding activities, employee benefits, leave programs, training opportunities, employment verification requests, and other human resources services.
• Direct complex, sensitive, or policy-related inquiries to appropriate Human Resources staff.
• Support a positive employee and candidate experience through responsive communication, professionalism, and effective service delivery.
• Assist employees with accessing forms, resources, and information related to human resources programs and services.
• Works collaboratively with Human Resources staff, employees, supervisors, applicants, retirees, vendors, and outside agencies to support the effective delivery of human resources programs and services and may provide training or guidance to employees regarding administrative processes, systems, and procedures.
• Contributes to a positive employee experience by providing timely, accurate, and customer-focused support throughout the employee lifecycle.

Recruitment, Selection, and Onboarding Support

• Assists with coordinating recruitment activities including posting vacancies, scheduling interviews, communicating with applicants, preparing recruitment materials, and maintaining recruitment records.
• Prepare interview packets, candidate communications, and other recruitment-related materials.
• Coordinate pre-employment processes including background checks, driving record reviews, physical examinations, drug testing, and other employment requirements.
• Assist with preparation of employment documents and onboarding materials.
• Coordinate new employee onboarding activities and support new employee orientation programs.
• Maintain recruitment and onboarding records and ensure compliance with applicable records retention requirements.
• Support recruitment outreach efforts, hiring events, and employment marketing activities as assigned.
• Promote a positive candidate experience through timely communication and effective coordination throughout the hiring process.

Benefits, Leave, and Employee Program Support

• Assist with administration of employee benefit programs by coordinating enrollments, benefit changes, and employee communications.
• Respond to employee inquiries regarding benefits, leave programs, and related administrative processes.
• Assist with processing and maintaining records associated with leave programs, benefit enrollments, and employee program participation.
• Prepare and distribute required notices, forms, and communications related to employee benefits and leave programs.
• Maintain state and federal Required Employer Postings
• Coordinate with employees, payroll, benefit providers, and third-party administrators to facilitate accurate processing and documentation.
• Maintain benefit and leave files and records in accordance with established procedures.

Records Management and Administrative Support

• Maintain personnel, medical, benefits, training, and other confidential human resources records in accordance with applicable laws, regulations, and records retention requirements.
• Review documents for completeness and accuracy and follow up as necessary to obtain required information.
• Organize, maintain, retrieve, and archive electronic and physical records.
• Prepare correspondence, forms, reports, spreadsheets, and other administrative documents.
• Process employment verification requests and respond to routine requests for information.
• Safeguard confidential and sensitive information and maintain appropriate confidentiality standards.

Training, Development, and Employee Engagement Support

• Coordinate employee training programs, workshops, orientations, and professional development activities.
• Maintain training records and assist with tracking employee participation and completion of required training programs.
• Prepare training materials, communications, meeting logistics, and program resources.
• Assist with employee recognition, wellness, engagement, and organizational initiatives.
• Support Human Resources staff with special events, surveys, employee communications, and department projects.
• Assist with preparation and distribution of informational and educational materials related to Human Resources programs and services.

Compliance, Workers' Compensation, and Department Support

• Assist with administrative activities related to workers' compensation, employee safety, and risk management programs.
• Maintain workers' compensation, safety, and related program files and documentation.
• Gather, compile, and organize information needed for audits, reports, surveys, and compliance activities.
• Assist with preparation of reports and documentation required by federal, state, and local agencies.
• Support compliance with applicable laws, regulations, collective bargaining agreements, City policies, and Human Resources procedures.
• Participate on committees, project teams, meetings, and department initiatives as assigned.
• Provide administrative support to Human Resources staff and assist with department operations as needed.
• Perform other duties and responsibilities as assigned consistent with the scope of the classification.

Works under the general supervision of the Human Resources Director, Human Resources Manager, or designee, who establishes priorities, provides guidance, and evaluates performance through observation, review of work products, discussions, and achievement of assigned objectives.

The Human Resources Assistant performs a variety of administrative, technical, customer service, and program support activities in accordance with established policies, procedures, and guidelines. The incumbent exercises independent judgment in organizing work, prioritizing assignments, responding to routine inquiries, maintaining records, coordinating activities, and resolving procedural issues within assigned areas of responsibility.

Leadership

1. Creates a high-performance work culture by demonstrating a positive attitude and modeling the City's mission, vision, and values.
2. Demonstrates, promotes, and develops leadership, management, and technical skills for self and other employees. 
3. Conducts self with high integrity, proactive in conserving city resources, and seeks and incorporates customer feedback for continuous improvement of operations.
4. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Lead Work/Coordination of Others

This is a non-supervisory position. Lead work/coordination of the work of others is not a typical function assigned to this position.

Minimum Qualifications

Any combination of education, training, and experience that provides the knowledge, skills, and abilities necessary to perform the essential functions of the position.

Typical qualifications include:

• Associate degree from an accredited college or university in Human Resources Management, Business Administration, Public Administration, Office Administration, Organizational Development, or a closely related field; and
• Two (2) years of progressively responsible administrative, customer service, office support, or human resources support experience.

OR

• An equivalent combination of education, training, certifications, and experience that demonstrates the knowledge, skills, and abilities necessary to successfully perform the essential functions of the position.

Special Requirements

• Possession of or ability to obtain a valid Oregon driver's license and maintain a driving record that meets the City's driving standards at the time of appointment.
• Ability to maintain confidentiality and appropriately handle sensitive personnel, medical, and organizational information.
• Demonstrated commitment to providing excellent customer service and fostering respectful workplace interactions.

Preferred Qualifications

• Experience working in a human resources, payroll, benefits, recruitment, or administrative support environment.
• Experience working in a public-sector or unionized environment.
• Experience coordinating recruitment, onboarding, employee benefits, leave administration, training, or records management activities.
• Experience utilizing human resources, payroll, applicant tracking, or records management software.
• Bilingual or multilingual communication skills that support service to a diverse workforce and community.
• Professional certifications such as PSHRA-CP, SHRM Certified Professional (SHRM-CP), or other relevant human resources credentials.

Knowledge, Skills, and Abilities

Knowledge of:

• Principles and practices of office administration, records management, and customer service.
• Human resources terminology, practices, and procedures related to recruitment, onboarding, benefits administration, leave administration, training coordination, and personnel records management.
• General principles of employment-related laws, regulations, and confidentiality requirements applicable to assigned duties.
• Modern office practices, business correspondence, records retention requirements, and document management techniques.
• Data entry, records maintenance, and information management practices.
• Principles of effective customer service and stakeholder engagement.
• Business English, grammar, spelling, punctuation, and document preparation techniques.
• Modern office technology, Microsoft Office applications, and other software used to support human resources operations.

Skill and Ability to:

Customer Service and Communication

• Provide professional, courteous, and responsive customer service to employees, applicants, retirees, supervisors, vendors, and the public.
• Communicate effectively both orally and in writing with individuals from diverse backgrounds and organizational levels.
• Explain procedures, forms, and routine policies in a clear, accurate, and understandable manner.
• Exercise tact, diplomacy, and professionalism when responding to questions or concerns.
• Build and maintain positive working relationships with employees, applicants, and external stakeholders.

Administrative and Organizational Effectiveness

• Coordinate multiple assignments, schedules, meetings, and deadlines simultaneously.
• Organize, maintain, and retrieve records and information efficiently and accurately.
• Review documents for completeness and accuracy and identify discrepancies or missing information.
• Maintain attention to detail while working in a fast-paced environment with frequent interruptions.
• Manage workload effectively and adapt to changing priorities and operational needs.

Records Management and Confidentiality

• Maintain personnel, medical, and other confidential records in accordance with applicable requirements.
• Handle sensitive and confidential information with discretion, professionalism, and sound judgment.
• Follow records retention, records management, and information security requirements.
• Process and maintain accurate documentation and files.

Technology and Administrative Support

• Effectively utilize Microsoft Office applications and other business software systems.
• Prepare correspondence, reports, forms, spreadsheets, and other administrative documents.
• Enter, maintain, and retrieve information from databases and electronic record systems.
• Learn and adapt to new technologies, software applications, and work processes.

Professional Effectiveness

• Work independently while following established procedures and guidelines.
• Collaborate effectively as a member of a team and contribute to department goals and initiatives.
• Demonstrate integrity, reliability, accountability, and a commitment to public service.
• Exercise sound judgment and appropriately escalate issues requiring higher-level review or interpretation.
• Promote a culture of service, respect, inclusion, continuous improvement, and public trust.