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Human Resources Administrative Support Specialist

2 months ago

Ventura, California, United States Ventura Full time
Position Overview:
The Office Assistant III - Confidential operates under general supervision, executing a range of clerical responsibilities to support the Health Care Agency's Human Resources division. Responsibilities may encompass public interaction, customer service, records management, document preparation, and data processing.

Ideal Candidate Profile:
The successful candidate will have over three years of experience in delivering customer service within a dynamic office setting, managing sensitive and confidential information. This role involves significant public interaction, particularly in reception, alongside the completion of detailed clerical and technical tasks.

Classification:
The Office Assistant III - Confidential represents the advanced journey level within this job series. Incumbents engage in clerical functions that necessitate specialized program knowledge to support ongoing operations and services.

Key Responsibilities:
  • Welcome visitors and manage incoming communications.
  • Conduct background checks for new hires and volunteers, addressing any concerns with management.
  • Maintain and organize records within the designated filing system.
  • Handle mail distribution and ensure timely processing of correspondence.
  • Generate identification badges for employees and manage replacements as necessary.
  • Oversee the monthly Service Awards process.
  • Assist with onboarding paperwork and ensure all documentation is complete.
  • Update and maintain data within the Human Resources Payroll System.
  • Coordinate appointment scheduling for new hires.
  • Process leave of absence forms and liaise with payroll.
  • Address employee inquiries regarding benefits during enrollment periods.
  • Compile and organize research data from various sources.
  • Perform additional related duties as assigned.

Qualifications:
Applicants should possess progressively responsible clerical experience, which has equipped them with the necessary knowledge, skills, and abilities. A minimum of three years of office clerical experience, including public contact, is required.

Special Requirements:
  • Proficiency in Microsoft Office Suite, particularly Word and Excel.
  • Strong written communication skills, demonstrated through application materials.

Preferred Qualifications:
  • Familiarity with the Human Resources Payroll System.
  • Experience with design and survey tools such as Canva and Survey Monkey.
  • Bilingual capabilities in Spanish.

Knowledge, Skills, and Abilities:
Thorough understanding of modern office practices, record maintenance systems, and effective public contact techniques is essential. Candidates should also demonstrate considerable knowledge of operational procedures relevant to the assigned function and possess strong skills in clerical accuracy and detail orientation.