Human Resources Assistant - SR-13

Duties Summary

Performs a variety of human resources clerical work relative to the maintenance and processing of personnel records and actions requiring the interpretation and application of pertinent civil service laws, regulations, policies, procedures, and collective bargaining provisions; and performs other related duties as required.

There is one (1) immediate permanent full-time vacancy with the Department of Finance – Office of the Director in Hilo. May be eligible to receive a $3,000 Recruitment Incentive. Conditions apply.

This Human Resources Assistant, (SR-13) position is a career ladder position. The next level in the series is Human Resources Technician I, SR-15, $4,221/month. Persons hired into career ladder positions must meet minimum qualifications for the next level in the career ladder series, perform work at the higher level, and meet performance requirements to move to the next level in the career ladder series.

The eligible list may be used for other permanent and temporary vacancies as they arise during the life of the list. Temporary appointment may lead to conversion to permanent appointment.

Examples of Duties

OPERATING DEPARTMENT:

• Maintains personnel files and records of departmental employees.
• Reviews, verifies, and posts data manually or electronically to employee records relative to compensation, earnings, status, anniversary dates, service, leaves, training, positions held, and other related matters.
• Maintains departmental position control files and records to include status, geographic location, funding source, position history, etc.
• Prepares and reviews personnel and payroll forms, records, reports, applications, and other documents for completeness, accuracy, adequacy, and conformance to departmental, civil service, and other legal or contractual requirements.
• Completes and processes various personnel forms relating to recruitment, classification, worker's compensation, and employee benefits.
• Enters data into the human resources and payroll processing system to effectuate changes to departmental employees' personnel and payroll records.
• Interprets and explains civil service, compensation, and related laws and regulations to departmental personnel.
• Researches and compiles background data for use by superiors in decision-making.
• Disseminates information about and explains vacation, sick leave, retirement, and other benefits to new employees and departmental personnel.
• Distributes all official communications, inquiries, reports, recommendations, documents, and other personnel matters received by the department.
• Prepares forms, documents, requests, and communications on personnel matters for transmittal to the central personnel agency and other governmental agencies.
• Assists employees and applicants in completing personnel forms and applications.
• May operate a vehicle to perform work-related travel.
• Attends and participates in staff meetings.
• May supervise subordinates.
• Performs other related duties as assigned.

CENTRAL DEPARTMENT:

• Advises departmental officials, employees, and/or the public regarding employment policies, information on classes of work, and civil service laws and rules, and human resources policies and procedures.
• Prepares recruitment announcements; works with news media on ads; distributes announcements for posting; prepares application packets for distribution.
• Issues, receives, and checks applications for civil service recruitments for completeness, including verification of licenses, certificates, veteran's preference, etc.; inputs applicant data into software system.
• Screens applications for registration and entry-level recruitments.
• Administers and monitors examinations.
• Prepares and compiles brochures and other general information for job fairs; represents department at job fairs; provides information regarding the recruitment and examination process and information on available jobs.
• Reviews and processes redescriptions for positions in well-defined occupational fields and routine reallocations for recruitment purposes.
• Prepares and processes classification and pay action notifications; enters data into the human resources position files to effectuate personnel transactions.
• Maintains compensation plans; works with Data Systems Department to update intranet information.
• Reviews, updates, and maintains all manual and electronic files and records relative to the assigned functional human resources program, which includes confidential matters thereto.
• Researches data and prepares various regular and special statistical and activity reports for use by superiors.
• Prepares circulars and memoranda for distribution to departments; maintains master files; prepares duplicate files for new employees or departments as requested.
• Prepares packets and other materials for new employee orientation; follows up with departments to resolve scheduling and attendance matters.
• Prepares announcements for training sessions; compiles registration lists; assists with preparation of training materials.
• Assists with program coordination and logistics for departmental meetings, conferences, special events, and training.
• Performs administrative support functions for department as assigned.
• Composes routine letters as required.
• May suggest changes to personnel policies and procedures.
• May operate a vehicle to perform work-related travel.
• Performs other related duties as assigned.

Minimum Qualification Requirements

Training and Experience:
A combination of education and experience substantially equivalent to:

• graduation from high school, and
• three (3) years of clerical experience, of which
• one (1) year must have included a variety of human resources clerical work in the maintenance of confidential files and records; the preparation, review, and processing of various personnel forms and transaction documents; and the interpretation and application of laws, regulations, policies, and procedures in the performance of these duties, and
• possession of a valid State of Hawai'i driver's license (Class 3) or any other valid comparable driver's license at time of filing, as applicable to the position. (You will be required to submit your valid driver's license at time of hire).

Substitution of education for required clerical experience: an Associates degree or higher from an accredited college or university may be substituted for lack of the required clerical experience on a year for year basis (examples: 30 college credits can be substituted for one (1) year of the required clerical experience, an Associates degree can be substituted for two (2) years of the required clerical experience, and a baccalaureate degree or higher can be substituted for four (4) years of the required clerical experience). (Scan and attach a copy of your official college transcript to be credited for the substitution of clerical experience).

Note: Foreign transcripts must be accompanied by an official credential evaluation report to determine U.S. equivalency. (Scan and attach a copy of your official credential evaluation report to your application.)

Examination: All applicants who meet the minimum qualification requirements will be assigned a score of 70 points. An education and experience evaluation will be conducted based on the applicant's training, education and experience as presented in the application.

Please read the minimum qualification requirements carefully. Be certain to list all pertinent training and experience, as this may be important in determining your examination score. It is essential that the applicant describe fully the duties and responsibilities of each position held, specify the date of each position held (from and to, month and year), and indicate the number of hours worked per week.

Attach all required documentation (e.g. official transcript, professional license(s)/certification(s), DD-214, etc.) at the time of submitting your application.

Note: In-person interviews and/or further testing in Hawai'i County may be required at the discretion of the hiring department/agency. If in-person interviews and/or further testing are required, applicants who are referred to the hiring department/agency must be available to participate in person and at their own expense at that phase of the selection process.

Knowledge of: Employment laws, rules, policies and procedures, range of occupations common to government service, various kinds of personnel transactions and procedures for processing thereof, office practices and procedures, and use of standard office equipment.

Ability to: Interpret and apply laws, rules, policies, procedures, and pertinent provisions of the collective bargaining agreements, and basic merit system philosophy, conduct research and prepare reports, keep records, maintain files, make arithmetic computations, operate standard office equipment such as a typewriter, calculator, copier, and personal computer utilizing a variety of software applications, work harmoniously with others, maintain effective relationships with county officials, employees, and the public; and follow oral and written instructions.

Physical Requirements: Persons seeking appointment to positions in this class must meet the health and physical condition standards necessary and proper to perform the essential functions of the position with or without reasonable accommodations.

Physical Effort Grouping: Light

Benefits of County Employment: The County of Hawai‘i offers a competitive compensation package. Your total compensation is comprised of your salary and a generous range of valuable benefits, subject to eligibility requirements.

• Flexible Working Arrangements: Options may include alternate work schedules (4-10) and flexible working hours. (Not all Departments/Agencies participate and not all positions are eligible.)
• Vacation: Start accruing paid vacation time immediately upon hire – up to 21 days per year.
• Sick Leave: Start accruing paid sick leave time immediately upon hire – up to 21 days per year.
• Holidays: The County provides 13 paid holidays per year (plus General Election Day when applicable).
• Training and Development: The County has a variety of training and development opportunities for employees.
• County Tuition Reimbursement Program: This scholarship program rewards employees who take the initiative to advance their education and learning.
• Public Service Loan Forgiveness (PSLF) Program: You may be eligible for this federal program which forgives portions of federal student loans for individuals working in public service.
• Retirement Plan: The Employees’ Retirement System is a qualified defined benefit public pension plan that provides retirement, disability, survivor and other benefits to all eligible full-time and part-time county employees in the State of Hawaii as well as their beneficiaries.
• Deferred Compensation: Save additional money for retirement - this voluntary supplemental retirement savings plan allows for the investment of tax-deferred contributions.
• Flexible Spending Plan: Use pre-tax dollars to pay for qualified dependent care and/or medical expenses, as well as insurance premiums.
• Health Benefit Plans: The County of Hawai‘i offers a variety of health benefit plans for eligible employees.
• Employee Assistance Program (EAP): This voluntary assistance program provides employees and their family members with free professional and confidential assistance in overcoming personal and work-related problems.
• Group Life Insurance: Free life insurance policy for active employees.
• Credit Union Membership
• Other Leaves: You may be eligible for other leaves, including Family Leave, Funeral Leave, Leave Sharing, Military Leave, Donor Leave, Victims Protection Leave, as well as leave for Parent-Teacher Conferences, Disaster Relief, Blood Bank Donations, and Jury Duty.

All benefits are subject to eligibility requirements and change due to legislative actions and/or changes negotiated through collective bargaining. Please check out the benefits tab for additional information.

Supplemental Information

Please scan and attach these supporting documents to your on-line application, if required:

• an official college transcript,
• a valid driver's license,
• a temporary assignment verification,
• professional licenses, and/or
• certificates.

Veterans applying for veteran's preference points shall also scan and attach their DD-214 form and as needed, their VA claim letter to the on-line application.

ELECTRONIC NOTIFICATION TO APPLICANTS:
Please ensure that the email address and mobile phone number you provide is current, secure, and readily accessible to you. We will not be responsible in any way if you do not receive our emails and text messages or fail to check your email box or NEOGOV account INBOX in a timely manner. Checking your NEOGOV account INBOX daily is recommended and is the most secure method to check on notices sent to you. This is a new feature created by our vendor, NEOGOV.

Please add info@governmentjobs.com to your contact list. Open your NEOGOV account using your user name and password. In the upper right hand corner of the account is your name, and under your name, click on INBOX to view all notices sent you. The notices will appear here in the INBOX even in the event you don't receive it on your cell phone, computer, or other electronic device. This is the best way to check and view all notices sent to you.

You will receive a confirmation email upon successfully submitting your application. Failure to receive this confirmation email, indicates that your application was not submitted.

APPLICATIONS MUST BE FILED ONLINE AT:
https://www.governmentjobs.com/careers/countyhawaii

E-mail: jobs@hawaiicounty.gov

Benefits of County employment: The County of Hawai‘i offers a competitive compensation package. Your total compensation is comprised of your salary and a generous range of valuable benefits, subject to eligibility requirements.

• Flexible Working Arrangements: Options may include alternate work schedules (4-10) and flexible working hours. (Not all Departments/Agencies participate and not all positions are eligible.)
• Vacation: Employees start accruing paid vacation time immediately upon hire. 14 hours are earned after a full month of service, which equals to 21 days per year, with a maximum accumulation of 90 working days.
• Sick Leave: Employees start accruing paid sick leave time immediately upon hire. 14 hours are earned after a full month of service, which equals to 21 days per year, with no limitation on the amount of sick leave that may be accumulated.
• Holidays: The County provides 13 paid holidays per year (plus General Election Day when applicable).
• Training and Development: The County provides a variety of training and development opportunities for employees.
• County Tuition Reimbursement Program: Scholarship program for employees who take the initiative to advance their education and learning, subject to eligibility requirements and reimbursement limits.
• Public Service Loan Forgiveness (PSLF) Program: A federal program forgiving the balance of federal student loans for individuals working in public service. For program requirements and additional information, please visit https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service
• Retirement Plan: The Employees’ Retirement System is a qualified defined benefit public pension plan covered under Section 401(a) of the Internal Revenue Code. It provides retirement, disability, survivor and other benefits to all eligible full-time and part-time county employees in the State of Hawaii as well as their beneficiaries. For more information visit https://ers.ehawaii.gov
• Deferred Compensation: Eligible employees may participate in the Island Savings Plan (a deferred compensation plan as provided under Section 457 of the Internal Revenue Code.) This is a voluntary supplemental retirement savings plan that allows for the investment of tax-deferred contributions into a variety of investment options.
• Flexible Spending Plan: Eligible employees can use pre-tax dollars to pay for their portion of insurance premiums, qualified dependent care and/or medical expenses.
• Health Benefit Plans: The County of Hawai‘i offers the following health benefit plans for eligible employees:
  • Medical Plan (HMO or PPO)
  • Vision Plan
  • Dental Plan
  • Prescription Drug Plan

• Employee Assistance Program (EAP): The County offers a voluntary assistance program which provides its employees and their family members with free professional and confidential assistance in overcoming personal and work-related problems.
• Group Life Insurance: The County provides a free life insurance policy for active employees.
• Credit Union Membership
• Other Leaves: You may be eligible for other leaves, such as: Family Leave, Funeral Leave, Leave Sharing, Military Leave, Victims Protection Leave, Parent-Teacher Conferences, Disaster Relief, Blood Bank Donations, Donor Leave, and Jury Duty.