Administrative Aide II - Pre-Employment and Onboarding

We are looking for an experienced HR Associate that will assist in areas of employment and employment processing.  In this role, you will be responsible for assisting candidates with the preemployment process, onboarding new hires, managing the import and export of data, maintaining accurate FTA/DOT pools plus timely reporting, obtaining and recording HR information, managing the HR database, and assisting company employees with HR-related issues.

To ensure success as an HR Assocate, you should have excellent organizational skills, strong interpersonal skills, and working knowledge and/or understanding of employment law. Ultimately, a top-notch HR Associate is well organized, efficient, accurate and approachable.

This is administrative support work that involves administration of a large volume of transactions in the ATS management system related to hires, onboarding, employee transfers, and FTA/DOT drug pool data. Routine administrative services are provided in accordance with contracts, policies and procedures under the general direction of a higher level employee. The successful candidate will have excellent organizational skills, is accurate in their work, has an approachable demeanor, and is attentive and honest.

Position reports to City Hall with regular office hours of: Monday – Friday, 8:00 AM – 5:00 PM. For special events you maybe require to work outside of the regular office hours that could include evenings and weekends but hours worked will not exceed 40 hours a week. 

Bargaining Unit: Employees Council

**Posting can come down at any time**

• Processing new employee onboarding and ensuring documents are completed timely and accurately.  
• Maintaining employee confidentiality. 
• This position will monitor all pre-employment activity and will enter appropriate information into the ERP management system as needed to record information.  This includes, but is not limited to, Substance Testing; Department of Transportation requirements; and Personnel Actions as appropriate.  This requires evaluating information, developing alternatives and formulating recommendations. 
• Responsible for data entry to the ERP management system, insuring that data is complete and accurate.   
• This position will process all hires (internal and external) including pre-employment processing and working with Manager’s to monitor progress of document completion.   
• Strong communication skills are required to communicate with new hires, internal employees, supervisors and division managers responding to employment-related inquiries.
• Composes responses to routine correspondence.
• Evaluates and modifies, and/or implements administrative support process and procedures.
• Monitors and ensures compliance with policies and procedures. 
• Processes specific sets of basic and complex transactions involving employees, outside agencies, and/or citizens (finalizing pre-employment processing; final job offers; etc.). 
• Maintains program or project information database or files. 
• Compiles transaction summary information.
• May be asked to perform other employment-related activities in absence of other administrative staff.  Cross-training and understanding of the entire employment process will be required.   
• These examples are not intended to be all-inclusive. This position may support other HR staff or switch duties as the needs of the city or HR department require.
• Other related duties may be assigned as needed.

• Knowledge of electronic spreadsheet development.  Demonstrated work experience using Excel in more complex functionality is required. 

• Will require working knowledge of labor agreements, Human Resources policies and other regulations.

• A high level of attention to detail is required along with managing multiple data points for completion of the hiring process.   Strong organizational skills are also required.  

• Ability to use a computer to access, interpret, and record information.

• Ability to review complex data entry for verification of accuracy.

• Ability to communicate clearly and effectively, both orally and in writing.

• Ability to develop and maintain effective working relationships with associates, employees of other departments, representatives of other organizations, and the public.

• An employee shall not pose a direct threat to the health or safety of other individuals in the workplace.

Required:

• High School Diploma or equivalent
• Five (5) years of customer service experience, demonstrating strong communication, problem solving, and interpersonal skills while maintaining professionalism and providing excellent service to internal and external customers.
• One (1) years of hands-on Human Resources experience managing pre-employment screenings, including drug and alcohol testing and background checks, onboarding processes, and Form I-9 completion and compliance.
• One (1) years’ experience using an applicant tracking system (ATS) to review applications, track candidate progress, coordinate interviews, and support recruitment activities
• Two (2) years of hands-on experience managing federally regulated drug and alcohol testing programs in safety-sensitive industries, including DOT, FMCSA, Federal Aviation Administration (FAA), Federal Railroad Administration (FRA), and other applicable federal regulatory programs.
• Must be legally authorized to work in the United States without the need of a sponsorship. 

Preferred

• Bachelor’s degree
• Experience using NEOGOV and/or Munis for HR functions and applicant tracking

Required Testing
Human Resources Basics
Logical Reasoning - Decision Making 
Office Reasoning Sample- Problem Solving
Microsoft Excel 2019 - Normal User

Employment physical, which includes drug screening, and upon satisfactory evaluation of the results of a criminal record check.