Human Resources/Risk Management Assistant

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GENERAL DESCRIPTION & RESPONSIBILITIES:

Under general supervision of the Director of Administrative Services, the Human Resource/Risk Management Assistant will perform administrative tasks and services to support effective and efficient operations of the organizations Human Resource and Risk Management departments. Primarily assist in ensuring workplace safety and employee health.

EXAMPLE OF DUTIES:

• Assists in overseeing and ensures the Personnel and Risk Management functions of the organization are effectively carried out.
• Answers frequently asked questions from applicants and employees relative to standard policies, benefits, hiring processes, etc.; refers more complex questions to appropriate Department Head, HR Director, or City Manager.
• Makes recommendations concerning personnel needs, staffing requirements, policies, and procedures, prepares classifications with pay plans and assists in their continuous administration.
• Maintains the integrity and confidentiality of human resource files and records.
• Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately; Maintains accurate and up-to-date human resource files, records, and documentation.
• May assist with payroll functions including processing, answering employee questions, fixing processing errors, and distributing checks.
• Acts as a liaison between the organization and external benefits providers and vendors, which may include health, disability, and retirement plan providers.
• Conducts or assists with new hire orientation.
• Develops and administers organization’s Safety and Risk Management Programs.
• Assists in overseeing the City’s Payroll, Retirement and Benefit Plans.
• Assists in organizing, administering, and performing assigned centralized personnel services, such as recruitment, selection, classification, affirmative action and compensation; develops plans and programs to maximize the productivity of personnel.
• Assists in reviewing performance evaluations for conformance; ensures evaluations are performed in a timely manner; coordinates events to maintain healthy management-employee relations; and recommends amendments to personnel rules and regulations.
• Stays up to date on new laws, rules and regulations affecting Personnel and Risk Management.
• Ensuring compliance with the Affordable Care Act, the Family Medical Leave Act, the California Family Rights Act, the Americans with Disabilities Act, Workers Compensation rules and regulations, the California Occupational Safety and Health Act, and the Fair Labor Standards Act.
• Keep track of employee health needs, and changing workplace standards in an constantly changing world of new and evolving health hazards.
• Assists with planning and execution of special events such as benefits enrollment, organization-wide meetings, safety-meetings, employee recognition events, holiday parties, and retirement celebrations.
• Develop, coordinate, and monitor employees training programs, Random Drug Testing program, and Family Medical Leave Act Program.
• Performs other duties as assigned.

REPORTS TO:

Director of Administrative Services

DESIRABLE QUALIFICATIONS:

Knowledge of: Principles and practices of human resource management, public administration and municipal government; methods and techniques of recruitment, interviewing and selection; principles and practices of benefits administration; principles of supervision, training and performance evaluation; organization and management practices as applied to the analysis, evaluation, development and implementation of programs, policies, and procedures; principles and practices of municipal government budget preparation and administration; research and reporting methods, techniques and procedures; pertinent Federal, State and local laws, codes and regulations; modern office practices, methods computers and computer software including Microsoft Word and Excel; safe driving principles and practices. Employees in this class will be expected to perform a wide a variety of duties as well as general clerical duties within a framework of established procedures and have the ability to analyze and solve problems. Employee will have frequent contact with other employees – answering a variety of questions or providing information regarding benefits, timecard, safety, and risk management. Stay up to date to changing regulations and inform staff accordingly to ensure compliance.

Skills:

• Excellent verbal and written communication skills.
• Perform clerical work involving use of independent judgement requiring accuracy and speed.
• Type at a speed of 45 words per minute from clear copy.
• Understand and carry out oral and written directions.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational skills and attention to detail.
• Proficient with Microsoft Office Suite and related software.
• Proficient with or the ability to quickly learn payroll management, human resource information system (HRIS), and similar computer applications.
• Establish and maintain cooperative relationship with those contacted in the course of work.

EDUCATION AND EXPERIENCE:

Associates degree in related field or the equivalent and two years of related office experience. Typing and general clerical work. Experience with computers required. Possess strong organizational and human relation skills. A valid Class “C” California Driver’s License is required. Bilingual speaker (Spanish/English) preferred, but not required.

PHYSICAL REQUIREMENTS:

Prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times.

ALL FULL-TIME EMPLOYEES ARE REQUIRED TO HAVE A VALID CONTACT TELEPHONE. EMPLOYEES SHALL WORK HARMONIOUSLY WITH ALL CITY EMPLOYEES. EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER.