ADMINISTRATIVE ASSISTANT (HUMAN RESOURCES)

OPEN UNTIL CLOSE
(Continuous Until the Needs of the Department Are Met)

Definition
Under general direction from the Director of Human Resources & Risk Management, assists both Human Resources and Risk Management Analyst & Director with a full scope of activities related to the assigned area, performs a variety of professional, confidential, and technical human resources work. Assists in the planning, organizing, and coordinating of the daily operations of the Human Resources and Risk Management Department, work includes recruitment and selection, testing, position classification, compensation, employee benefits administration, employee and labor relations, training and development, and Risk Management includes property, liability, and workers’ compensation. Also independently organizes and completes assigned tasks; performs related work as required.

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class and are not intended to reflect all duties performed within the job. Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.Duties may include, but are not limited to, the following:

• Assists in the development, planning, and administration of the department's comprehensive personnel program, including development and maintenance of job descriptions and wage administration; equal employment opportunity; recruiting, testing, selection, placement, and employment procedures; processing personnel actions including new hires, transfers, promotions, position classification and/or salary changes; personnel training; workers' compensation; labor relations; benefits administration; evaluations; and resignations, retirements, terminations, and various other personnel-related actions.
• Assists in conducting and coordinating new employee orientation and onboarding programs; presents information to new employees regarding City mission, benefits, policies, and procedures; processes onboarding paperwork in the applicable HR/payroll or ERP system.
• Assists in the preparation of the Human Resources operating budget; creates forecasting of funds for additional staff, equipment, materials, and supplies.
• Develops, coordinates, and oversees the maintenance of personnel record-keeping procedures; processes personnel transactions and the appropriate procedures for confidential personnel records; assists in resolving employee disciplinary matters and grievances; serves as a resource for advising staff on laws, regulations, policies, and procedures for human resources / labor relations functions.
• Assists in the development, interpretation, and enforcement of personnel-related policies, administrative rules, regulations, and procedures; researches, compiles, analyzes, and summarizes data on salaries, classification, benefits, or other personnel-related matters; prepares federal and state reports as required; prepares and develops human resources information for employee handbooks and other administrative publications.
• Provides support to the City Manager, department heads, and other high-ranking officials on human resources related topics.
• Assists in the conduct of employee relations activities; may attend meetings with management and employees to resolve human resource issues, including employee discipline.
• Assists in coordinating the City's employee performance evaluation program; ensures employee evaluations are conducted in an efficient, fair, and timely manner; ensures employee merit increases are correctly processed.
• Assists in the administration of the Risk Management Program, including workers' compensation, general liability, and other insurance programs; maintains records, photographs, and conducts preliminary insurance-related investigations; participates in the review of liability and industrial accident claims to identify City loss exposure.
• Maintains and updates Human Resources Information Systems (HRIS), databases, and document-management systems to ensure accurate recordkeeping and compliance with reporting requirements; performs data entry and retrieval with speed and accuracy.
• Provides administrative and technical support for employee and Labor Relations matters, including maintaining confidential files, preparing correspondence, and tracking case-related documentation for performance management, disciplinary, grievance, and investigation processes.
• Assist in developing, coordinating, and implementing citywide employee Training Programs and workshops, including the Employee Assistance Program (EAP), and maintains appropriate records.
• Prepares, composes, edits, assembles, and distributes correspondence, documents, reports, forms, and other materials; drafts correspondence for others’ signature; and prepares federal and state reports as required.
• Responds to inquiries and provides information to employees, other departments, outside agencies, and the public regarding human resources and risk management policies, procedures, and benefits; completes employment verifications.
• Responsible for employee ergonomic assessments; evaluates workstations and work practices, recommends adjustments and equipment, and coordinates follow-up procedures to promote employee health, safety, and injury prevention.
• Performs related duties as assigned.

Education:
Bachelors’ degree or equivalent from an accredited college or university, with major coursework in human resources management, public or business administration, or a related field. 
A Master’s degree in a related field is desirable. An equivalent combination of experience, and/or training may substitute for the desirable requirements.

Experience:
Two (2) years or more of increasingly responsible professional experience performing complex and special-project work related to human resources, risk management, employee benefits, or general administration, preferably in a public agency.

Licenses and Certificates:
Possession of, or the ability to obtain, a valid California driver’s license by time of appointment.

PHYSICAL DEMANDS AND WORKING CONDITIONS
The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:
Required to sit, talk, and hear.  
Occasionally required to stand, walk, stoop, crouch and reach with hands and arms.  
Occasionally lift and/or move up to 25 pounds. 
Vision abilities required to perform office machine operations.

Working Conditions:
Sedentary, office work.
Noise level consistent with an office setting.

Knowledge:

• City policies and procedures.
• Principles and practices of human resource administration.
• Principles and practices of effective employee supervision.
• Principles and practices of administrative management.
• Labor laws, ADA, EEO and FMLA regulations, labor relations and safety practices.
• Principles and practices of records management and reporting.
• Principles and practices of project management.
• Principles and practices of strategic planning.
• Techniques of testing recruiting, and selection criteria.
• Mathematical and statistical computations.
• Record keeping and file maintenance principles and procedures.

Competencies:

• Analyzing & Interpreting Data – Drawing meaning and conclusions from quantitative and/or qualitative data.
• Critical Thinking – Analytically and logically evaluating information, propositions, and claims.
• Fact Finding – Obtaining facts and data pertaining to an issue or question.
• Industry Monitoring – Grasping the external political, economic, competitive, and social factors affecting the industry.
• Legal & Regulatory Navigation – Understanding, interpreting, and ensuring compliance with laws and regulations.
• Professional & Technical Expertise – Applying technical subject matter to the job.
• Action & Results Focus – Initiating tasks and focusing on accomplishment.
• Safety Focus – Showing vigilance and care in identifying and addressing health risks and safety hazards.
• Adaptability – Responding positively to change and modifying behavior as the situation requires.
• Professional Integrity and Ethics – Maintaining trust through honesty, adherence to principles, and personal accountability.
• Informing – Proactively obtaining and sharing information.
• Listening – Fully comprehending spoken communication.
• Writing – Communicating effectively in writing.
• Customer Focus – Attending to the needs and expectation of customers.
• Project Management – Planning and tracking projects to ensure they are on-time, on budget, and achieve their objectives.

Bargaining Unit     SEMEA

FLSA Status            Non-Exempt (CONFIDENTIAL)