Human Resources Assistant

THE CITY
Located in the gateway to the Los Angeles metropolis, the City of Paramount offers secure quality of life to its residents and a business-friendly attitude that has created a growing retail and services sector, with a thriving Downtown.  

Paramount's government is a stable, innovative, and financially conservative organization, and the City has continually invested in its infrastructure and emphasized code enforcement and assistance programs to help residents and businesses upgrade and maintain their properties. For these reasons, the City has a distinctive appearance that appeals to current and potential residents.  

For its employees, Paramount offers a family-friendly organization that places emphasis on lifework balance and flexibility. City leadership highly values the input and impact of each employee. Rather than work from the top-down, Paramount chooses collaboration, fostering a professional, respectful, and fulfilling work environment.  

THE POSITION

Under direction, the Human Resources Assistant performs a variety of specialized administrative, technical, and clerical duties in support of the City’s Human Resources programs, policies, and operations. Provides information and assistance to employees, applicants, retirees, and the public regarding human resources policies, procedures, benefits, and employment-related processes; prepares, processes, reviews, and maintains personnel documents, records, and reports; and coordinates administrative activities related to recruitment and selection, employee onboarding and offboarding, personnel actions, benefits administration, workers’ compensation, employee training and development, safety and risk management, and other human resources functions. Assists with maintaining compliance with applicable laws, regulations, policies, procedures, and labor agreements; coordinates with City departments, employees, and external agencies to facilitate human resources processes; and performs other related duties as assigned.

• Recruitment and Selection: Coordinates administrative activities related to recruitment and selection, including preparing and posting job announcements, reviewing applications for completeness and minimum qualifications, scheduling examinations and interviews, communicating with applicants, maintaining recruitment records, and coordinating pre-employment and onboarding processes.

• Employee Onboarding and Personnel Administration: Coordinates new employee onboarding and orientation; prepares, processes, and maintains personnel documents; assists with employment-related transactions, personnel action forms, and employee records; and facilitates the completion of required employment documentation.

• Human Resources Policies and Procedures: Provides information and procedural guidance to employees and departments regarding the City’s Personnel Rules, policies, procedures, and applicable employment requirements; refers complex or sensitive matters to the Human Resources Manager for review and direction.

• Employee Training and Development: Coordinates citywide and department-specific training activities, including scheduling, employee registration, training communications, attendance tracking, and maintenance of training records to support compliance with applicable requirements.

• Human Resources Records and Document Processing: Receives, reviews, processes, and maintains a variety of human resources documents and requests, including employment verifications, personnel action forms, benefits documentation, incident reports, and other employment-related records; verifies information for completeness and accuracy, identifies and resolves routine discrepancies with department staff, and routes documents to appropriate personnel for review or further processing.

• Responds to routine employee and departmental inquiries regarding human resources processes, provides administrative assistance, and coordinates with appropriate staff to facilitate the timely completion of employment-related transactions and requests.

• Assists with the planning, coordination, and implementation of employee events, recognition activities, and other departmental programs.

• Maintains accurate, confidential, and organized human resources records; assist with tracking information, and maintaining documentation in accordance with established procedures and applicable records retention requirements.

• Performs other related duties as assigned.
  
  
  
  
  
  
  
  
  

EDUCATION AND EXPERIENCE

Experience:

Two (2) years of increasingly responsible administrative or clerical experience, preferably involving human resources, personnel administration, payroll, benefits, recruitment, or related administrative functions.

Education and Training:
High school graduation or equivalent is required.  Some college course work is desirable.

License or Certificate:
Possession of an appropriate, valid California driver's license.

Desirables:  Experience working in a municipal government or other public agency environment. Experience utilizing NEOGOV or similar human resources information systems to support recruitment, personnel administration, employee onboarding, or related human resources functions.

Knowledge of:

• Human resources office practices, procedures and equipment.
• Basic federal and state laws, rules and regulations relating to employment practices.
• Clerical methods of researching, gathering, organizing and reporting data.
• Methods of prioritizing, planning and organizing office work.
• Time management techniques.
• Basic recruitment strategies, candidate sourcing, and selection procedure.
• Clerical customer service techniques.
• Clerical recordkeeping, filing and data reporting techniques.
• Basic mathematics, including addition, subtraction, multiplication, division and percentages.
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Personal computers and standard business software to perform clerical tasks.
• Basic principles of confidentiality and the proper handling of sensitive employee information.

Skill to:

• Ability to accurately enter, review, and maintain information in computerized systems.

• Ability to prepare, process, and maintain personnel documents and records.

• Ability to prioritize assignments, manage multiple tasks, and meet established deadlines.

• Ability to provide professional and courteous customer service.

• Ability to maintain confidentiality and exercise discretion when handling sensitive information.

• Ability to communicate and work effectively with employees, supervisors, department representatives, and the public.

• Ability to identify discrepancies, resolve routine administrative issues, and follow established procedures.

• Ability to learn and effectively utilize human resources information systems and other software applications.

• Ability to work independently and collaboratively in a team environment.

• Strong organizational skills and attention to detail.

• Effective written and verbal communication skills.

 Ability to:

• Review, process, and maintain personnel documents and records with accuracy and attention to detail.

• Organize work, establish priorities, meet deadlines, and manage multiple assignments.

• Interpret and apply established policies, procedures, and instructions.

• Maintain confidentiality and exercise discretion when handling sensitive personnel information.

• Use computer applications and human resources information systems to enter, retrieve, and maintain information.

• Establish and maintain effective working relationships with employees, supervisors, department representatives, and external agencies.

• Provide courteous, responsive, and professional customer service.

• Adhere to established work schedules and timelines.
• Troubleshoot and understand various software platforms.
• Coordinate projects with various departments and outside agencies.

Essential duties require the following physical skills and work environment:

PHYSICAL DEMANDS

Work is primarily performed in an outdoor setting and requires:  physical ability to travel to different sites; vision to see and conduct self safely around power tools and machinery; hearing and speech to communicate in person and over telephone; frequent bending, stooping, kneeling, reaching, pushing and pulling while performing duties; ability to lift, carry, push and pull materials and objects weighing up to 30 pounds.

Environmental Elements

Primary duties require working from heights, below ground or in cramped or restrictive locations; some exposure to general hazards associated with maintenance activities, including chemicals, fumes, gases and odors; may require interaction with upset staff and/or public and private representatives and contractors in interpreting and enforcing departmental and City policies and procedures.

Emergency Disaster Worker
City employees are registered as Emergency Disaster Workers and must take an oath. In the event of a declared emergency, City employees shall initially remain at work, or if recalled, shall report to work after completing critical personal and family emergency responsibilities.

SELECTION PROCEDURE:

Completed application and resume must be submitted by the filing deadline listed above. Application packets will be screened in relation to the criteria outlined in the job announcement. Possession of the minimum qualifications does not ensure an invitation to the recruitment process. The selection process will include an oral interview and may include other testing processes designed to predict successful job performance.

Candidates must be specific and complete in describing their qualifications for this position. Failure to state all pertinent information may lead to elimination from consideration. Stating "See Resume" is not an acceptable substitute for a completed application.

Communication regarding your application and/or status will be sent to the email address listed on your application. Please check your email regularly throughout the recruitment process as you will not receive communications by any other method.

EQUAL OPPORTUNITY EMPLOYER
The City of Paramount is anEqualOpportunity Employer.  In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

If you require reasonable accommodation during the examination components due to a qualified disability, you must inform the Human Resources Division at (562) 220-2155 at least 5 days in advance of testing date.