Human Resources Administrative Assistant

2 weeks ago

Fontana, United States City of Fontana Full time
Position Overview
This role is essential in supporting the Human Resources department through various clerical tasks.

Under direct supervision, the Human Resources Administrative Assistant performs a range of specialized clerical functions that require a solid understanding of HR operations. This position is distinct from general clerical roles due to its involvement in confidential labor relations activities.

Key Responsibilities: The HR Administrative Assistant is primarily responsible for maintaining accurate records, executing procedures, and preparing a variety of complex documents. This role also involves significant public interaction, necessitating a thorough knowledge of HR policies and procedures.

A Day in the Role: The Human Resources department is looking for a motivated individual to become a vital member of our team. The HR Administrative Assistant serves as the initial point of contact for the department, managing responsibilities at the front counter. Duties include, but are not limited to, welcoming and assisting customers both in-person and over the phone; safeguarding sensitive records; providing basic information regarding HR policies; preparing various HR-related documents such as unemployment claims; collaborating with HR team members in areas like Benefits, Worker's Compensation, Recruitment, and Risk Management; and overseeing the use of departmental facilities, including conference and training rooms. The incumbent will also track various HR transactions and reports.
Core Competencies

The ideal candidate must possess the ability to:

  • Assist the public and employees effectively; manage phone calls and route them appropriately; guide individuals to the correct offices; answer routine inquiries; and distribute and clarify forms, such as employment applications.
  • Prepare, process, and review a variety of documents, ensuring completeness and adherence to submission standards.
  • Type various documents in both draft and final formats, including correspondence and reports; proofread materials for grammatical accuracy.
  • Support the processing of unemployment claims, personnel action forms, and employment verifications.
  • Assist in the administration of employee benefits programs and activities.
  • Organize and schedule meetings, sort and distribute mail, and maintain employee and departmental files.
  • Participate in the recruitment process by mailing applicant notifications and administering typing assessments.
  • Manage departmental supplies and process invoices for payment.
  • Operate various office equipment, including computers and related software, photocopiers, fax machines, and printers.
  • Comprehend and follow both oral and written instructions.
  • Communicate effectively in both oral and written forms.
  • Establish and maintain cooperative working relationships with colleagues and the public.
  • Perform any additional tasks necessary for the smooth operation of the department.

Note: The above list of core competencies is not exhaustive and may be supplemented as needed by the employer.

Working Environment

This position requires prolonged periods of sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping. The role also necessitates repetitive hand movements and fine motor skills for preparing reports using a computer keyboard. Additionally, the position requires both near and far vision for proofreading documents and acute hearing for providing phone and counter service.

Qualifications

A combination of experience and training that would provide the necessary knowledge and skills is required. The candidate must have knowledge of:

  • Modern office practices and procedures.
  • Principles and procedures of record keeping.
  • English language usage, spelling, grammar, and punctuation.
  • Effective public contact techniques.
  • Municipal government Human Resources operations.

Experience: One (1) year of clerical experience in a Human Resources setting is required. Preferred qualifications include at least two (2) years of experience as a human resources assistant or similar role, as well as administrative experience in a municipal or governmental environment. Fluency in Spanish is also preferred.

Education: Completion of the twelfth grade supplemented by specialized clerical training is required.

Typing Proficiency: A minimum typing speed of 45 words per minute is required.

The City of Fontana offers a flexible benefits plan, allowing employees to select benefits tailored to their individual needs. Full-time and classified part-time employees are eligible for benefits.

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