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Human Resources Assistant
JOB_REQUIREMENTS
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Description
Under general supervision, performs secretarial and administrative duties in support of the Department of Human Resources. Provides key administrative support to all functional areas within the City's Human Resources Department, including assisting with special projects and completion of complex tasks. Handles responsibilities related to employment-related inquiries. Work involves using a variety of office equipment to perform maintenance of the human resources information system for all employee transactions, for preparing correspondence and preparation of other associated human resources documents. Performs research and provides information on a variety of complex issues and complaints, assists in the coordination of special events; screens and independently handles a variety of routine inquiries by telephone, email, and in person; and maintains a variety of records and files. Employee must exercise independent judgment, discretion and initiative in completing assignments. Employee must also exercise considerable tact and courtesy in frequent contact with the general public. Reports to the Compensation Manager.
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
Essential Job Functions
- Performs research and provides information on a variety of complex issues and complaints.
- Completes unemployment inquiries; advises staff of complaints and concerns received, as appropriate. Screens verbal and written communications to the Director of Human Resources. Performs general administrative tasks, which may include answering telephone calls, making copies, sending/receiving faxes, filing documentation, processing incoming/outgoing mail and notarizing documents. Receives department's webmail inquiries and responds to or directs to the appropriate staff for responding. Mentors and trains administrative staff.
- Monitors inventory of department equipment and supplies; ensures availability of adequate materials to conduct work activities; initiates orders for new/replacement materials.
- Processes invoices and monitors expenses in the New World system; monitors "P" card transactions; and monitors Reliance Staffing invoices for other departments throughout the City.
- Records Coordinator: Monitors compliance with the terms of records retention and disposition schedules and inventory for departmental records and identifies obsolete records for destruction. Prepares and maintains employee personnel records; maintains confidential personnel files; responds to personnel record inquiries; meetings with employees to access records from their personnel records; maintains performance evaluations; tracks discipline, discharges and EEOC charges.
- Maintains a comprehensive, current knowledge of City policies and procedures; assists with development of HR policies; communicates policies and procedures to departments; attends workshops and training sessions as appropriate.
- Serves as liaison between the Department Heads, Managers, Employees, Payroll and other City departments in matters relating to personnel or payroll; provides information/assistance regarding employee benefits, payroll, procedures, and other issues.
- Communicates with Department Heads, Managers, Employees, Vendors and other departments, the public, outside agencies and other individuals as needed to coordinate work activities and exchange information to resolve problems.
- Serves as Kronos Timekeeper by managing payroll documentation including overtime, compensatory time, sick time, personal time, annual time and other payroll data for the Department of Human Resources.
- Processes Subpoena Duces Tecum, child support and Freedom of Information Act (FOIA) requests as necessary.
- Assists the Human Resources Manager for Benefits & Compensation with the following as needed: conducts new employee orientation, member of wellness committee, processing medical, dental, vision, 457(b), life insurance, Long Term Disability, Flexible Spending Account, optional life, COBRA, open enrollment, benefit reconciliation, military leave.
- Assists Training Manager with maintaining records related to training and development activities across City departments.
- Answer phones, staffs the front desk, greets visitors and assists customers with submission of employment applications and questions; receives and responds to inquires based on detailed knowledge of Human Resources operations, individual staff member's assignments and status of work; advises staff of complaints and concerns received, as appropriate. Complete employment verifications, unemployment inquiries, makes copies, files, receives and distributes payroll checks
- Review, sort and distributes mail; screens verbal and written communications to the Director of Human Resources and other departmental managers, which includes routing correspondence to the Director and managers with appropriate instructions for response or action.
- Maintains a comprehensive, current knowledge of City policies and procedures; attends workshops and training sessions as appropriate.
- Distributes forms/documentation as requested; responds to routine questions, researches problems/complaints, and initiates problem resolutions.
- Communicate with Department Heads, Managers, Employees, Vendors and other departments, the public, outside agencies and other individuals as needed to coordinate work activities and exchange information to resolve problems.
- Track and provide the Director of Human Resources with a count of departmental walk-ins on a quarterly basis.
- Monitor department’s HR Customer Care mailbox hr@suffolkva.us and answer inquiries or direct to the appropriate staff for responding
- Monitor department’s Telework mailbox telework@suffolkva.us and save in EE’s personnel file on AppXtender.
- Manages shared Human Resources calendars, including scheduling HR conference and training rooms for non-HR employees.
- Monitor department’s Performance Evaluation mailbox perfevals@suffolk.valus and save in EE’s personnel file on AppXtender.
- Investigations- schedule meetings with investigators to view EE personnel files.
- Route Leave Without Pay Actions via Adobe for signatures.
- Route/monitor a Salary Adjustments and Position Classification Recommendations via Adobe for signatures.
- Route/monitor policies to appropriate departments for wet signatures; save on HR Drive.
- Prepare and maintains employee personnel records; maintains confidential personnel files; submits and maintains accident and theft reports; submits and maintains performance evaluations; prepares personnel action request forms as needed; maintains current directory of personnel addresses and telephone numbers.
- May enter data into the HRIS system for all employee transactions, including but not limited to: new hires, promotions, pay changes, status changes, disciplinary actions, performance evaluations, etc. and processes the link from the HRIS system to the payroll system.
- Answer email questions received via JOBS email mailbox regarding the City's application process. Assists applicants with on-line application system, which includes hands-on assisting, trouble shooting password problems and other issues that may occur. Notifies applicants of application status via email messages.
- Scan and indexes payroll documentation into City's document imaging system. May participate in examining policies to prevent or mitigate loss and ensures business continuity by assessing possible risk, developing systems, implementing programs, evaluating/modifying systems, and monitoring efforts.
- May review goals and objectives of managing risk anticipating business opportunities on the horizon to improve upon the City's goals and objectives.
- May maintain fluency in the use of software systems to house, track, and retrieve risk data, which is necessary to use advanced analytics and other tools for predictive insights as necessary data is collected and provided to participating insurance companies.
- May maintain awareness of workplace health, safety, security, and privacy activities in order to remain compliant with applicable federal, state, and local laws and regulations.
- May maintain knowledge of injury and illness incident reporting procedures and proper record keeping practices.
- Munis Software Experience a plus.
- Performs other related work as required.
Required Qualifications
High School Diploma or GED, supplemented by some business coursework, and 1 to 2 years' experience in the Human Resources field or similar business field; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities. Requires a valid driver's license.
Supplemental Information
- Knowledge of human resources-related policies, procedures, federal and state laws, and regulations, City and departmental rules, regulations, policies and procedures, and the ability to interpret them. Knowledge of the organization and functions of the City and department.
- Knowledge of modern office practices and procedures including a knowledge of popular computer-driven word processing, spreadsheet, desktop publishing and graphics, and file maintenance programs.
- Ability to maintain moderately complex records.
- Ability to draft routine documents.Is able to understand oral and written instructions.
- Ability to develop and modify work procedures, methods and processes to improve efficiency.
- Ability to compile data from a variety of sources and prepare clear reports from such information.
- Ability to exercise tact and courtesy in frequent contact with City employees and the general public.
- Ability to establish and maintain effective working relationships as necessitated by work assignments.
- Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) or data, people or things.
- Ability of speaking and/or signaling people to convey or exchange information.Includes giving assignments and/or directions to co-workers or assistants.
- Ability to read a variety of informational documents, maps, computer screens, procedures manuals, and computer print outs. Requires the ability to enter data into computer, complete a variety of forms, etc.Must be able to speak with poise, voice control and confidence, and to articulate information to others.
- Ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems; to deal with nonverbal symbolism in its most difficult phases; to deal with a variety of abstract and concrete variables; to comprehend the most abstruse classes of concepts.
- Ability to record and deliver information, to explain procedures, to follow oral and written instructions.Must be able to communicate effectively and efficiently in a variety of technical or professional languages including legal and insurance terminology.
- Ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.
- Ability to inspect items for proper length, width and shape.
- Ability to deal with people beyond giving and receiving instructions.Must be adaptable to performing under stress when confronted with persons acting under stress.
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