Temporary HR Assistant

About the City of Roseville:
Roseville is a vibrant suburban community conveniently located just north of Minneapolis and St. Paul with nearly 700 acres of public parks and some of the best shopping, dining and lodging in the Twin Cities.
 
Roseville has 36,000 residents, but the community doubles in size everyday with visitors and workers venturing into the city. Located on I-35W & State Highway 36, Roseville borders Minneapolis and St. Paul, and is a quick commute to both downtowns.
 
Roseville is home to the John Rose Minnesota OVAL, the largest outdoor refrigerated sheet of ice in North America; Rosedale Center, a destination shopping center that attracts 14 million visitors annually; the nation’s first Target store; and 33 city parks, including our signature green space Central Park.

Roseville is located in Ramsey County and is served by Roseville Area Schools and Mounds View Schools. City services include full-time professional police and fire departments, public works, parks and recreation, community development, finance, and administration. Roseville also operates a driver's license and passport center.

About Roseville Administration Department: 

The Administration Department provides leadership, coordination, and organizational support for many of the City’s core operations. The department is comprised of 11 employees and is led by Assistant City Manager, Rebecca Olson, who works with the City Manager to implement City Council policies, advance strategic priorities, and oversee key administrative functions.

The Administration Department includes the City Clerk’s office, Human Resources, Organizational Development, Community Relations and Volunteer Services.

Administration is responsible for a wide range of organizational functions including:

• Supporting the City Council and implementing Council policies and priorities,
• Leading human resources, labor relations, employee policies and organizational development initiatives,
• Coordinating communications and providing residents with information about city programs, services and initiatives,
• Assisting Ramsey County with the administration of local, state and federal elections,
• Coordinating citywide volunteer recruitment, placement and recognition,
• Processing business, liquor and other regulatory licenses,
• Supporting strategic planning, performance management, and continuous organizational improvement,
• Providing administrative support for boards, commissions and other city functions,
• Coordinating interdepartmental initiatives and special projects.

Position Summary

The Temporary Human Resources Assistant provides administrative and technical support to the Human Resources Manager during a temporary staffing period. This position will primarily support personnel file management, employment eligibility documentation, onboarding administration, and general HR recordkeeping for a municipal workforce of approximately 250 regular and 200 seasonal employees.

The successful candidate will be highly organized, detail-oriented, dependable, and comfortable working with confidential employee information. The position requires the ability to manage records accurately, follow established procedures, identify missing or incomplete documentation, and maintain confidentiality in all aspects of the work.

NOTE: This temporary position is not benefits-eligible and will provide administrative support to the Human Resources Department through an anticipated end date of January 29, 2027. The position will work onsite Monday through Friday, up to 40 hours per week between the hours of 8:00 a.m. to 4:30 p.m. Primary responsibilities will include personnel file management, I-9 record organization and compliance support, and the coordination and organization of new employee onboarding documentation. 

The duties listed below are intended only as illustrations of the various types of work that may be performed, with or without reasonable accommodation. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
 
Personnel Records Management

• Organize, maintain, and update employee personnel files in accordance with established City procedures.
• Review personnel files for completeness, accuracy, and proper organization.
• File and scan employment-related documents into appropriate personnel or electronic records systems.
• Identify missing, outdated, or incomplete documentation and bring discrepancies to the attention of the Human Resources Manager.
• Assist with the conversion, organization, or cleanup of paper and electronic personnel records.
• Maintain appropriate confidentiality and security of employee records.

I-9 and Employment Eligibility Compliance

• Assist with an audit of employee Form I-9 records for completeness and proper documentation.
• Identify missing, incomplete, or improperly completed I-9 forms and supporting documentation.
• Assist the Human Resources Manager with follow-up and correction of identified deficiencies in accordance with applicable requirements and City procedures.
• Maintain appropriate separation and confidentiality of I-9 records.
• Assist with organizing I-9 records and related documentation for ongoing compliance.

New Employee Onboarding

• Prepare and track onboarding and employment documentation in NeoGov.
• Review onboarding paperwork for completeness and follow up on missing documents.
• Assist with new-hire file setup and organization.
• Coordinate and track completion of required onboarding documents in NeoGov.
• Enter and maintain employee information in HR systems and spreadsheets as directed.
• Provide administrative support for onboarding of regular and seasonal employees.

General HR Administrative Support

• Provide day-to-day administrative assistance to the Human Resources Manager.
• Prepare spreadsheets, lists, reports, correspondence, and other HR-related documents.
• Assist with data entry and maintaining accurate employee information.
• Respond to routine employee and department inquiries or direct inquiries to the appropriate HR staff member.
• Assist with special projects and other administrative duties as assigned.

High school diploma or equivalent AND four years of Human Resources or related experience providing administrative, clerical, or records management support OR Associate’s degree in Human Resources Management or closely related degree AND two years of Human Resources or related experience providing administrative, clerical, or records management support.

• Strong attention to detail and demonstrated ability to maintain accurate records.
• Ability to handle confidential and sensitive information appropriately.
• Proficiency with Microsoft Office, particularly Outlook, Word, and Excel.
• Ability to organize and prioritize multiple tasks while meeting deadlines.
• Strong written and verbal communication skills.
• Ability to work independently while following established procedures and seeking guidance when appropriate.

The physical demands described are representative of those that must be met by an employee to perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Most work is in a normal office environment. Limited lifting of 20 pounds or less is required up to 15% of the time. 

The HR Assistant is responsible for supporting the day-to-day operations of the City’s human resources operations, many of which have deadlines and require significant attention to detail. Approximately 45–70% of the time, work is performed at a high level of detail and under the pressure of deadlines.

Activities that occur constantly (5–8 hours/shift): reading, sitting or standing, talking, hearing, repetitive motions
Activities that occur frequently (2–5 hours/shift): N/A
Activities that occur occasionally (up to 2 hours/shift): standing, walking, lifting, carrying, pushing, pulling, climbing, reaching, handling
Activities that occur rarely (do not exist as regular part of job): balancing, stooping, kneeling, crouching, crawling, grasping, feeling, eye/hand/foot coordination

Equal Opportunity Employer – All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or other protected characteristics.

We are committed to providing reasonable accommodations for qualified applicants with disabilities or religious needs. To request an accommodation, contact Human Resources Manager at [email protected]. This material is also available in alternative formats upon request.