Human Resources Assistant

Description

The City of Centennial, Colorado is an organization driven to quality products and outcomes while adhering to sound fiscal practices and efficient provision of services. We seek to attract and retain the best staff to assist us in this mission and, in return, foster a culture which supports all employees using their talents every day to do what they do best. A winner of seven consecutive Gallup Exceptional Workplace Awards (2017-2023), we are proud to embody the link between a highly engaged workforce and excellence in business outcomes.

GENERAL STATEMENT OF JOB

Hiring Range: $53,000 - $57,000

Salary Range: $53,000 - $66,000

We are an innately collaborative culture dedicated to talents and focused on results. Under the direction of the Human Resources Manager, the Human Resources Assistant represents the human resources department with a commitment to reflect excellence and professionalism in contact with other departments, divisions, City Council, and citizens, and the general public.

Examples of Duties

ESSENTIAL DUTIES

The following statements are illustrative of the essential duties of the job and do not include other nonessential or peripheral duties that may be required. The City of Centennial retains the right to modify or change the essential and additional functions of the job at any time.

• Provides administrative and clerical support and office duties to the Human Resources Department in a politically sensitive environment;

• Coordinates the flow of information into and out of the Human Resources Department with all other City departments and outside agencies;

• Coordinates interviews with candidates and interview panel;

• Prepares and sends out the acknowledgments of receipt of resumes and regret letters;

• Respond to employment verifications;

• Maintains recruitment data;

• Sets up personnel files for new employees and inputs new employee data into the appropriate systems;

• Verifies I-9 information;

• Knowledge of NEOGOV or an applicant tracking system is desirable;

• Assist with new hire onboarding and employee offboarding process;

• Provides assistance with open enrollment and benefits communications;

• Tracks and maintains pertinent employee data in the HR systems and create reports;

• Supports training and professional development activities such as handling course meeting logistics and preparation;

• Supports HR initiatives as requested by the Human Resources Manager and Director;

• Schedules and organizes meetings, conferences, and additional activities;

• Maintains efficient job applicant tracking system and responds timely to all job applicants;

• Enters department expenses and reconciles purchase cards;

• Establishes, develops, and maintains electronic filing systems. Responsible for retrieving and updating information as needed;

• Maintains employment resumes, application forms, and applicant flow logs in line with City policy;

• Posts job advertisements for open positions within the organization as requested;

• Data entry of new hires, pay, benefit selections, and position changes;

• Assists with interviews, and coordinates final selection processes including applicant background checks;

• Assists with open enrollment, coordinates leave administration, including disability and FMLA;

• Responds to regularly occurring requests for information from internal and external customers;

• Acts as a liaison with other departments and outside agencies, including high-level staff and other internal or external staff and contracted personnel;

• Handles confidential and non-routine information and explains policies when necessary;

• Works independently and within a team on nonrecurring and ongoing projects;

• Organizes and plans events occurring within the City offices as requested;

• Maintains inventory of office supplies or department;

• Updates Intranet with appropriate changes as requested;

• Responsible for the maintenance, updating and retention of records, data, and content managed within the scope pf the position. Acquires and utilizes knowledge of City's electronic content management systems and guards against the unauthorized removal, destruction or use of municipal records. Recognizes and respects that City employees forego any personal or proprietary right to the City's records including those that may have been developed, created, or compiled during their tenure in employment.

• Other duties as assigned.

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 connected to the position.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge:

• Mid to high level of proficiency with MS Office Suite including Word, Excel, and PowerPoint.

• Knowledge of City codes, ordinances, policies and procedures.

• Knowledge of modern office terminology, procedures, equipment and records management.

Skills:

• Strong written and verbal communication skills.

• Skills to handle sensitive and confidential situations.

• Strong interpersonal and listening skills required.

• Requires high level of organizational skills.

• Requires skill in efficient office management, including records management.

• Requires skill in coordinating multiple tasks to meet deadlines.

Abilities:

• Contribute to a professional work environment by demonstrating integrity, promoting teamwork, and fostering positive communication.

• Work effectively in a deadline-oriented environment while maintaining high quality standards.

• Maintain absolute confidentiality in all business matters required.

• Handle multiple tasks and organize one's daily work schedule.

• Work in a fast-paced environment with demonstrated ability to juggle multiple, competing tasks and demands.

• Interact and communicate with individuals at all levels of the organization.

• Work independently and as an integral part of a small management team.

• Gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.

• Understand, follow, and carry out complex oral and written directions.

• Work well under pressure in a constantly changing environment.

• Exhibit diplomacy and the highest ethical standards in all matters.

• Compose and prepare complex correspondence, reports and minutes.

• Discretely handle confidential information.

Minimum Qualifications

MINIMUM EDUCATION, TRAINING AND EXPERIENCE

High school diploma or equivalent BA/BS in related coursework preferred or one (1) to two (2) years of general administrative, clerical, or public contact experience, or any equivalent combination of related education and experience in human resources. Experience using Microsoft Office Suite.

Job Elements/Working Conditions

REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS

Must be able to perform the essential functions of this job, with or without accommodation.

Physical Demands

The person in this position must be able to remain in a stationary position 50% of the time.Occasionally moves office equipment weighing up to 30 pounds.

Work Environment

Work is performed primarily in an office setting with in-person and telephone contacts and may involve frequent interruptions. Work may require attendance at evening and/or weekend meetings.

Equipment Used/Required

Frequently operates a computer and other office productivity machinery, such as a calculator, copy/fax machine, and computer printer.

EXPECTATION OF ALL EMPLOYEES

Support the City's mission and values.

Mission

• Driven to provide exceptional service to the Centennial community.

Values

• Collaborative, Intentional, Service Oriented, and Innovation

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.