Human Resources Assistant (Admin Asst IV)

Serves as a key member of the Human Resources (HR) team serving a large human services department that supports approximately 1,250 employees.

Duties include:

• Processes and reconciles on-line time and attendance.
• Researches and resolves HR/payroll inquiries and audits.
• Uses an ad-hoc query system to produce reports and an HR information system to initiate and process a full range of routine and complex personnel actions.
• Works with hiring managers to complete the hiring process.
• Meets with and orients new employees and ensures that all paperwork is completed and submitted as required.
• Initiates and maintains records for all pre-employment requirements, i.e., criminal background checks, driving record checks.
• Communicates HR policies and regulations.
• Provides guidance to agency staff, supervisors and managers regarding HR-related matters and ensures consistency with county HR policies and procedures.
• Serves as a back-up for audit and maintain monthly CAMS and LETS Reporting
• Maintains employee files and records.
• Interacts with other agencies and organizations as well as the general public.
• Works on special projects as assigned.

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)
Recommends changes to agency/work unit administrative policies, procedures and methods;
Uses existing spreadsheets and databases to interpret and organize resource information;
Provides customized reports to analysts or others in the unit.
Determines what confidential information can be disseminated and to whom;
Communication
Independently composes original correspondence (e.g., preparation of replies to non-technical requests) for the executive/work unit head's review and signature;
Coordinates data collection and provides information to others including executive/work unit head;
Explains policies of the functional area (e.g., purchasing, travel, and leave).
Office Management
Notifies relevant individuals of work progress and inquires as to its status.
General Administrative
Develops filing systems (paper and/or electronic);
Prepares non-routine responses to correspondence;
Interprets county rules & regulations to employees, management, and the public using discretion as to proper application.
Word Processing/Typing
Reports
Prepares routine reports and statistics based on information compiled from various sources;
Determines report format and elements.
Payroll
Prepares and/or supervises preparation of complex payroll (e.g., shift differential, overtime, multiple grants, 56 hour workweek, FLSA).
Researches payroll issues (e.g., overtime, leave hours).
Interprets policies & procedures.
Personnel
Initiates the full range of processing for complex personnel actions;
Conducts new employee orientation within assigned agency, including notifying employees of Period of Initial Eligibility and the importance of compliance;
Counsels employees on basic benefit questions;
Uses Human Capital Management Enterprise Resource Planning system regularly to process departmental HR transactions;
Resolves personnel processing problems on personnel policy/procedures with interpretation from appropriate resource (e.g., DHR);
Serves as liaison between supervisor/manager and HR regarding routine personnel actions;
Advises supervisor and provides information regarding HR policies and procedures.

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)
Knowledge and understanding of the programs or activities of the unit served, as well as of the county and departmental administrative guides;
Position may require knowledge of basic principles and methods of a technical or professional field.
Math Skills
Basic math skills.
Word Processing/Typing
Intermediate skills in use of applicable Microsoft Office Word.
PC Skills
Intermediate skills in the use of applicable Microsoft Office Suite software;
Intermediate skills in the use of agency specific software applications.
Communication
Ability to communicate well through written and oral means.
Information Abilities
Ability to gather, integrate, and analyze simple data.
Interpersonal Abilities
Ability to establish and maintain effective working relationships with both external and internal contacts.
Purchasing and Accounting
Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least five functions.
Personnel and Payroll
Ability to perform complex Human Capital Management Enterprise Resource Planning system functions (e.g., establish a position, create a PCF, determine cost center codes, etc.).
Executive Assistance
Ability to maintain confidentiality and be sensitive to political issues.

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation and three years of experience providing administrative support in the assigned functional area(s).

CERTIFICATES AND LICENSES REQUIRED:
None.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check, a credit check, and a Child Protective Services Registry check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Strong leadership skills with ability to motivate and encourage others.
• Proficient with Microsoft Office Suite applications, including Excel, Outlook, and Word.
• Excellent skills and abilities working in an individual and team environment.
• Proven ability to adapt to rapid changes in a fast-paced environment.
• At least one year of experience in one or more areas of payroll contact, gathering and analyzing data, processing personnel actions, human resources best practices, managing multiple priorities/deadlines.
• Customer service experience in an office setting.
• Experience handling confidential information and communications.
• Experience processing personnel and position assignment changes.
• Utilizing PEAQ and/or a Human Resources Information Systems (HRIS), Focus, and Neogov, and/or other application tracking system in a professional work environment.