Job Details

POSITION SUMMARY

The Human Resources Assistant is a Confidential position and will report to the District Director of Human Resources at the District Office. The work schedule is 12 months per year; Monday Friday; 8:00 a.m. to 5:00 p.m.

POSITION PURPOSE

Under general supervision, the Human Resources Assistant performs a variety of administrative duties related to personnel services, employment verification, maintenance of personnel records and files, and employee correspondences functions in the Office of Human Resources; provides administrative support, standard office operational duties and supports various communications and activities for the Human Resources office; performs other duties as assigned.

DISTINGUISHING CHARACTERISTICS

This class is distinguished from other classes in the administrative assistant series in that incumbents provide human resources assistance requiring knowledge of routine policies and processes. Incumbents are responsible for facilitating smooth day-to-day operation of the office and are required to be fully trained in all procedures related to assigned area of responsibility.

Incumbents assigned to the classification are exposed to sensitive collective bargaining information and materials during the negotiating process and are designated as a confidential classification.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below exemplify the work of the classification, and assigned duties may include work that is similar, related or a logical assignment to this class.

1. Greets, directs and provides general information to visitors to the Human Resources department; provides informational and technical assistance and information in person, over the phone and via electronic communications; answers the Human Resources office main line, screens visitors and telephone calls and directs to appropriate resources; provides information regarding application process and general human resources programs, services, policies, procedures and requirements.

2. Responds to questions and concerns from District personnel, applicants, retirees, and the public in person, by telephone and electronically; answer inquiries about vacancies and requirements for employment; escalates and redirects questions, inquiries and technical issues to department staff as appropriate.

3. Supports Human Resources team members with the day-to-day operations, including recruitment and hiring procedures, data reconciliation and recordkeeping; collaborates with Payroll and other Human Resources staff to gather and submit payroll information for employment verification inquiries.

4. Assists with new employee onboarding; assists with the distribution of new hire paperwork, pre-hire testing, data entry and maintenance of medical records and TB clearance and performing Live Scan fingerprinting and clearances.

5. Processes and certifies employee fee waivers for courses and Public Service Loan Forgiveness forms; performs Human Resources website maintenance and updates platform on human resources-related issues, forms and other relevant information; processes and routes invoices from vendors for approval and payment.

6. Maintains department calendar; reserves space for new-hire orientation, meetings and events; assists with ordering audio-visual equipment, food and drinks, setup and cleanup for meetings and events.

7. Using standard office software, composes and/or types memoranda, correspondence, reports, agreements, contracts, materials, presentations, forms and other documents; coordinates mass mailings; creates agendas and may record and maintain meeting minutes.

8. Enters data into the Human Resources Information System (HRIS); designs, develops and maintains spreadsheets and databases requiring data interpretation and manipulation; assists in preparing departmental reports by gathering, organizing, and summarizing information from a variety of sources.

9. Processes, receives, sorts, and distributes a variety of correspondence, deliveries, and mail; opens, sorts and distributes mail.

10. Performs other related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of:

1. Basic knowledge of human resource policies, procedures, and practices.

2. Principles, practices, concepts and techniques used in customer service and public relations.

3. Organization, time management and standard office procedures.

4. Principles and procedures of recordkeeping and reporting.

5. General payroll practices and procedures.

6. District organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.

7. Federal, state and other applicable laws and regulations and District policies and procedures governing Human Resources practice including applicable sections of the California Education Code, Title 5.

8. Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.

Skills and Abilities to:

1. Understand, interpret, explain and apply Human Resources department policies and procedures.

2. Provide excellent customer service to all who contact Human Resources.

3. Communicate effectively, both verbally and in writing, with faculty and staff, students, and community members.

4. Establish and maintain cooperative and effective working relationships with others.

5. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agreements, presentations and other written materials from brief instructions.

6. Maintain confidentiality of District and personnel files and records.

7. Prepare and maintain accurate and complete files and records.

8. Operate a computer, assigned office equipment and standard business applications.

EDUCATION AND EXPERIENCE

1. Graduation from high school or GED equivalent and college-level coursework in human resources, business administration or a closely related area.

2. Two years of experience working in an administrative support role.