Job Summary

The Human Resources Assistant provides administrative and clerical support to the Human Resources team under the supervision of the Human Resources Manager. Assists with employee records, recruitment, onboarding, and employee activities while maintaining confidentiality and providing courteous service to employees, applicants, and the public.

SUPERVISION RECEIVED

Works under the direct supervision of the Human Resources Manager supporting the HR team with daily operations and assigned projects.

SUPERVISION EXERCISED

None.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provides administrative and clerical support to the HR department, including data entry, correspondence, document preparation, scheduling, and preparation of routine reports and materials to the HR department.
• Responds to routine inquiries from applicants and employees; refers more complex questions to appropriate HR team member.
• Maintains accurate and current HR files, records, and documentation in accordance with established procedures and records retention requirements.
• Maintains the integrity and confidentiality of human resource files and records.
• Assists with periodic reviews of HR files and records to ensure required documents are complete, accurate, and appropriately maintained.
• Assists with posting, updating, and closing job announcements in NEOGOV and other approved recruitment sources.
• Supports recruitment activities by communicating with applicants and preparing recruitment materials.
• Assists with new hire paperwork, orientation materials, and onboarding activities.
• Prepares and issues employee identification badges.
• Assists with benefits enrollment materials, routine documentation, and communications with employees and benefit providers, as directed.
• Processes routine employment verification requests in accordance with established procedures.
• Assists with coordinating benefits enrollment events, organization-wide meetings, employee recognition events, department meetings, and other City employee events.
• Maintains office supplies and assists with organizing HR work areas and materials.
• Performs other related duties as assigned.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience: High School Diploma or equivalent required; college coursework in human resources, business administration, or a related field preferred. Prior clerical, administrative, or related office experience preferred. Experience handling confidential information and maintaining accurate records preferred.

REQUIRED SKILLS/ABILITIES

• Effective verbal and written communication skills.
• Strong customer service and interpersonal skills, with the ability to assist applicants, employees and the public professionally and courteously.
• Ability to handle sensitive information and situations with confidentiality, tact, and discretion.
• Strong organizational skills and attention to detail.
• Ability to perform accurate data entry and maintain organized files and records.
• Ability to follow instructions and established procedures, prioritize assigned tasks, and meet deadlines.
• Proficient with Microsoft Office Suite, including Word, Excel, and Outlook, or related software.
• Ability to learn the City’s HR, payroll, and recruitment systems.
• Ability to work cooperatively with the HR team and other City departments.

SPECIAL REQUIREMENTS

None

TOOLS AND EQUIPMENT USED

Computer and related software; telephone; multifunction printer, copier, and scanner; and standard office equipment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work regularly involves sitting, communicating with others, viewing computer screens and documents, and using office equipment. The employee also reaches for and handles materials and occasionally stands and walks. The employee may occasionally lift or move materials weighing up to 50 pounds. Visual tasks include reviewing electronic and printed information and distinguishing details necessary to complete assigned duties.

WORK ENVIRONMENT

Work is primarily performed in an office setting with typical office equipment, lighting, and generally quiet to moderate noise levels. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. Occasional assistance with employee events may involve working in other City facilities or outdoor settings.

SELECTION GUIDELINES

Formal application, rating of education and experience; in-person interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed. 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. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.