Human Resources Assistant

The Human Resources Department has a rewarding opportunity for an outgoing, service-oriented individual to provide proactive assistance to our employees and the public, via phone, email and in-person. The HR team is innovative, forward thinking and committed to excellence!  If you are organized, detail oriented, and consistently strive to enhance the customer experience, we encourage you to apply and join our high-achieving team!

THE FOLLOWING MUST BE SUBMITTED WITH APPLICATION TO BE CONSIDERED:

All applications must be completed in full AND have the following attachments to be considered.   (Resume may not substitute for education and/or work history information required in the application)

• Resume

• Letter of Interest including how you meet the minimum qualifications

MINIMUM REQUIREMENTS

High School Diploma or equivalent and two (2) years progressively responsible experience in human resource administration OR BA in Human Resources Management; Psychology; Industrial Relations; Public Administration or closely related field with one (1) year customer service experience in a fast-paced, multi-tasking environment.  Ability to accurately type 35 wpm.

LICENSES REGISTRATIONS AND/OR CERTIFICATES

A valid Washington State Driver's License is desirable.

Under limited supervision, performs a variety of responsible, moderately complex clerical, accounting and/or administrative support tasks within Human Resources; applies considerable independent judgment in making responsible decisions, resolving unusual problems, and interpreting moderately complex guidelines and regulations in order to complete the work; and operates several  types of office or specialized equipment in conjunction with the work.

Receives, screens, and answers a wide range of inquiries from the public or staff, by phone, or in person; provides technical information on all aspects of the purpose and functions of Human Resources; routes calls and visitors; takes messages and complaints and conveys to appropriate staff.

Reviews personnel action forms for accuracy and completeness; maintains a variety of personnel records and files; provides information on job opportunities. May prepare and distribute job announcements; may score and prepare class register; may assist in the coordination of examination activities.

Prepares, distributes and processes employee evaluation forms and merit increase Personnel Action forms for all City staff. Conducts or acquires background checks and employee eligibility verifications.

Processes applications for employee benefits such as, but not limited to, deferred compensation, health insurance, life and disability insurance and unemployment compensation.  Provides employees and retirees with information and materials on benefit programs. Prepares reports, processes billings and verifies accuracy of billing statements and corrected statements for benefit programs.

Calculates deferred compensation payroll deductions for participants in deferred compensation programs.  Adjusts deferred compensation contributions as required by collective bargaining agreements.

Prepares and maintains required reports and documentation for payroll processing for deferred compensation program.  Schedules and coordinates employee meetings on deferred compensation programs.

May assist in conducting or independently conducting new employees orientations.

Maintains budget accounts within a department; monitors expenditures to budget; processes invoices, receipts, purchase orders, statements, or other documents; verifies appropriateness of, and processes purchase orders and division billings and related control documents for ordering or payment; verifies computations and totals for accuracy; reconciles billing statements prior to payment. Maintains associated files.

Inputs billings into computering financial systems for payment. Maintains time, attendance and related payroll records; may distribute payroll checks.

Responds to a wide variety of salary and benefit surveys from other agencies and private employers locally and statewide.

Provides office support functions for Human Resources' managerial positions; composes routine or recurring correspondence; assists supervisors by performing routine administrative details; types from rough drafts, a variety of letters, memoranda, reports, requisitions, forms or official documents. May take meeting minutes and transcribe into finished form; proofreads and corrects grammar, spelling, punctuation, and other errors; maintains operational and confidential departmental records and files; prepares reports or meeting agendas.

Prepares documents requiring knowledge of regulatory requirements, content of documents, and processing requirements; assembles new employee paperwork as necessary. .

Works closely with Public Records Officer and Legal Department regarding public records/disclosure requests. Functions as primary contact and holds responsibility for the coordination,  distribution and completion of the department's public records requests.

Prepares and distributes service award certificates for employees.

Indexes and codes applications, correspondence, records, reports, and data for manual and computerized files; inputs and retrieves data and documents on request; prepares reports of summarized data.

Contributes to the effectiveness of City government by demonstrating and fostering an attitude that encourages cooperation and coordination of efforts and efficient use of resources. Provides continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively to provide exceptional customer service to internal and external customers.

Requires regular and reliable attendance.

Performs other related duties as assigned.

Knowledge of: personnel and city-wide programs policies and procedures, terminology and related regulations; professional office practices and procedures; municipal records retention procedures, and techniques; municipal government and public personnel operations; research techniques and data compilation; business arithmetic; standard principles and practices of clerical accounting and bookkeeping.

Demonstrates knowledge and sound judgement with regard to public disclosure, and confidentiality standards.

Knowledge of techniques and strategies for dissemination of written and verbal information to a wide range of individuals, including but not limited to managers, staff, City Council, government officials, and members of the public.

Strong working knowledge of: computer spreadsheets; databases; industry applications; Microsoft Office Suite; and Outlook.

Ability to efficiently and effectively enter moderately complex data/information into a computer system with speed and accuracy. Ability to operate standard office equipment including but not limited to: computer, fax machine, copy machine, telephone etc.

Must be able to communicate clearly and effectively, with employees, members of the public representing diverse education and background, and with officials at all levels of government utilizing well developed communication skills, both written and oral, with appropriate use of business English, including but not limited to correct grammar, vocabulary, letter composition, editing, spelling, and punctuation. Must be able to respond in a diplomatic and confident manner to upset individuals.

Ability to routinely and regularly maintain confidentiality and discretion through all forms of communication.

Ability to perform a variety of mathematical computations with ability to read, interpret and analyze technical documents and to translate analysis into reports.  Ability to read, research, interpret, apply and explain codes, rules, regulations, policies, and procedures.  Must possess ability to identify and define problems, establish facts and draw valid conclusions.

Ability to work with self-direction and limited direction or oversight; maintain sustained attention to detail, formulate goals, and work under timeline pressures; prioritize workload; manage multiple tasks with competing deadlines. Excellent analytical and organizational skills are essential. Must possess ability to quickly adapt to changing priorities and demands.

Ability to establish, facilitate, and maintain effective working relationships with other employees, the public, community organizations and government agencies; to consistently demonstrate tact, diplomacy, and respect to individuals, groups and organizations representing a wide diversity of ethnicities, cultures, opinions, and beliefs; train, plan, organize, and direct the work of subordinate staff. Ability to positively receive feedback and take direction is essential.

Ability to accurately type 35 wpm.

PHYSICAL DEMANDS

Work is performed primarily in an office environment with occasional traveling to different locations. While in the office, will be sitting at a desk or computer terminal for extended periods of time or standing for a period of time.

Occasionally needs to move inside the office to access file cabinets, office machinery, etc. Constant use of both hands in reaching/handling/grasping/keyboarding and other fine motor manipulation while performing duties and operating computers. Occasional heavy work includes lifting and carrying up to 50 pounds.

Occasionally ascends/descends stairs while maintaining balance. Constant use of all senses including feeling/talking/hearing/seeing while performing duties and communicating with co-workers, general public and completing all tasks as assigned. Occasional bending, twisting at knees, waist, or neck and occasional stooping, bending,  kneeling, and climbing while performing duties.

 Must be able to maintain long-term and short-term memory. May work in remote locations or noisy work areas. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

UNUSUAL WORKINGCONDITIONS

Works with the public and employees, some who may be irate, upset, or disturbed.  Occasional extension of work day to meet deadlines. May require occasional travel from site to site for attendance at meetings.