Human Resources Administrative Assistant

2 days ago

Santa Ana, United States City of Santa Ana Full time

**City of Santa Ana**:
**Human Resources Administrative Assistant (UC)**:
**SALARY**
- $26.14 - $33.38 Hourly
$4,531.00 - $5,786.00 Monthly
$54,372.00 - $69,432.00 Annually

**LOCATION**
- Santa Ana, CA

**JOB TYPE**
- Full-time

**JOB NUMBER**
- 2024-00559

**DEPARTMENT**
- Human Resources

**OPENING DATE**
- 05/03/2024

**CLOSING DATE**
- 5/20/2024 8:00 AM Pacific

**Description**:
**The City of Santa Ana is looking for individuals who are results-oriented, possess great attitude, demonstrate creativity and innovation, work efficiently, show a record of success and have a passion for public service. Having the best employees provides the best service to the community.**

The Human Resources Administrative Assistant is the first point of contact for the department, greeting and assisting customers in person and over the phone. The Administrative Assistant also performs routine clerical tasks and administrative functions in support of the Human Resources Department.**Essential Functions Include But Are Not Limited To**:

- Serves as the first point of contact for the Human Resources Department; provides effective front office support by greeting and assisting customers in person and over the telephone; triages customers based on scheduled appointments and staff availability; directs customers to department staff offices; and tracks visitor flow and parking validations.
- Interacts with the public and City employees with tact and confidentiality; and responds to departmental inquiries and forwards to appropriate parties in and outside of the Human Resources Department.
- Maintains front office appearance and adequate inventory of front desk materials, such as business cards and benefits literature; and maintains office supply areas stocked and assists with office supply orders.
- Assists in printing and posting job opportunities for the Human Resources Department, and sending global communications to City employees regarding available job opportunities; and assists in distributing recruitment job bulletins to external designated contacts, and receiving and organizing job opportunities from other agencies.
- Schedules, tracks, and supports employee training, including employee safety training.
- Assists in the reviewing and timely processing of department invoices, and processes Direct Payment Vouchers (DPVs) and purchase requests.
- Processes third party insurance requests for special events and recreation contracted instructors.
- Receives and sorts mail and interdepartmental correspondence for the department; keeps records, compiles, tabulates, and assists in the preparation of routine department reports; and provides administrative support to staff by printing, organizing, assembling, and filing documents.
- Assists human resources staff with clerical support related to specialized human resources functions including but not limited to printing exam materials and providing examination proctoring support for recruitments; supporting and coordinating citywide training and development initiatives; administering employee benefits; conducting bilingual fluency tests (if bilingual); distributing pre-employment forms and materials to prospective employees; receiving and processing completed new hire documents, including I-9 identification verifications; and photographing employees and creating employee identification cards.
- Assists with maintaining, coordinating, and destroying department records according to City record retention guidelines.
- Operates a variety of office equipment including computers, common office software, photocopiers, fax machines, and printers.
- Assists with Human Resources Department programs, including employee recognition events; and supports department staff by coordinating special events and conference room reservations.
- Provides administrative support to one or more Human Resources divisions.
- May assist in data entry, including entering and maintaining electronic worker’s compensation records.
- May be assigned special individual and team projects.
- Performs other duties as assigned.

**Minimum Qualifications**:

- EXPERIENCE AND EDUCATION- One year of clerical experience, preferably involving extensive public contact, and the equivalent to graduation from high school; or any equivalent combination of education and experience which provide the following knowledge, skills and abilities:
- KNOWLEDGE, SKILLS, AND ABILITIES Skill in: The operation of a personal computer.-
- SPECIAL REQUIREMENTSPossession and retention of a valid California Class “C” Driver’s License is a condition of continued employment in this classification.- Must be willing and able to work evenings and weekends, as needed.- HIGHLY DESIRABLEBilingual ability in English and Spanish, and/or English and Vietnamese is highly desirable.- Some experience in a human resources office and/or specialized general office, and clerical training is highly desirable.**Selection Process**:Applications will be review

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