Human Resources Assistant

Department: Human Resources Reports to: Human Resources Manager

Summary: Performs a variety of complex administrative and office support functions requiring a thorough knowledge of the terminology, procedures, and practices for office coordination within the human resources environment, with a significant degree of independence and accountability for accurate and timely results. Performs a variety of assigned functions in an effort to identify qualified candidates for current and future job openings.

Duties and Responsibilities: The list of essential functions, as outlined herein, represents the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

Essential Functions: Essential duties and responsibilities include, but are not limited to, the following:

• Performs with a considerable degree of independent accountability, difficult technical and administrative work in support of the department's core functions and processes, examples of which include collecting data from multiple sources and creating reports and documents to meet regulatory requirement, interacting with the public on technical and/or sensitive matters.
• Develops and maintains proficient knowledge, skills and abilities in the assigned human resources areas, as well as keeping abreast of overall potential departmental and/or City needs.
• Receives and screens visitors and/or telephone calls, providing general and specialized information regarding departmental functions that may require the use of judgment, tact and sensitivity and the interrelation of policies, rules and procedures; skillfully handles complaints and inquiries; researches and responds to requests or refers complaints and requests to other staff when warranted.
• Maintains, records, and produces reports based on appropriate metrics, as assigned, and maintains the City's personnel/medical filing system.
• Maintains compliance with federal and state regulations concerning all employment activities.
• Develops and maintains knowledge and skillsets in the use of the computerized tools, databases, and communications techniques currently used in human resources within the City with an eye on future needs of the Department and the City.
• Within City and department policies and procedures, performs budgeting/purchasing duties for designated department, equipment, materials, supplies and /or services; assists with budget research and prepares reports, monitors revenues and expenditures, compiling data relating to financial issues. Works within City and department policies and procedures to perform duties in a creative and satisfactory manner within the budget allotted for the tasks.
• Performs other administrative support functions such as scheduling appointments, meetings, and conferences; coordinating arrangements and setting up meeting rooms; preparing and/or assembling meeting materials from rough notes, drafts, or oral instructions, creating material for public presentations; composing correspondence, reports, and informational materials, proofreading and checking typed and other material for accuracy and completeness and for compliance with policies and procedures.
• Performs a variety of recruitment activities including, but not limited to:
  • Using a variety of modern sourcing methods, identifies potential applicants for current and future job openings.
  • Serves as initial contact between City and potential applicants, facilitating the application process and assisting with scheduling any personal or remote interactions throughout the process.
  • Develops and maintains contacts within the local community that support the City's recruiting function.
  • Develops advertising and recruiting materials using a variety of software and media.
  • Assists other department staff with recruitment activities including but not limited to verifying qualifications, posting open positions, coordinating interactions with the City's applicant tracking system and onboarding software and other appropriate tasks, as requested. <