Human Resources Assistant

City of Santa Clara, CA - Santa Clara, CA

Final Filing Date: Wednesday, June 26, 2019
Applications must be filled out completely. Please do not substitute "see resume" or see "personnel file" in the employment history section of the application. To be considered for this position, candidates must submit a 1) City Employment Application and 2) Resume, no later than 4:00 PM on the final filing date. Incomplete applications will not be accepted.

The Human Resources Assistant is an entry-level confidential classification responsible for performing a variety of routine to complex clerical and administrative duties to support the day-to-day operations of the Human Resources Department. An incumbent in this position interacts frequently with City employees and the general public and exercises tact and discretion when dealing with issues of a confidential or sensitive nature.

Meeting the minimum qualifications does not guarantee admittance into the examination process. Only the most qualified candidates who demonstrate the best combination of qualifications in relation to the requirements and duties of the position will be invited to test.

Depending on the applicant pool, it is possible that only a limited number of applicants will be invited to the written examination. Depending on logistical considerations and the size of the applicant pool, it is possible that only those candidates scoring highest on the written examination will be invited to participate in the oral examination. Candidates who pass the written examination but do not earn an invitation to the oral examination will remain eligible to participate in a future oral examination if deemed necessary by the City. Candidates must attain a passing score on each phase of the examination process to qualify for the Eligible List. A department interview will be required prior to appointment.
Typical Duties: Duties may include, but are not limited to, the following:
Assists customers at the counter and on the telephone, answering inquiries, explaining depart-ment policies and procedures, and providing forms and informational materials related to recruitment processes, employee benefits, performance appraisals, and other matters related to departmental operations
Establishes, updates, and maintains departmental records, files, and databases, including those pertaining to employment applications, payroll, benefits, and performance appraisals
Processes employee and applicant data and status changes including salary and benefits adjustments, performance appraisals, employment applications, new hires, promotions, and terminations
Maintains departmental operating supplies and processes purchase orders
Prepares and distributes a variety of routine correspondence and informational materials
Performs basic research and compiles data for various reports and projects
Provides general clerical and administrative support to department staff, including making photocopies, scheduling appointments and meetings, and filing paperwork records
Performs other related duties, as assigned

Minimum Qualifications: EDUCATION AND EXPERIENCE:
Graduation from high school or possession of a GED; and
Eighteen (18) months of general clerical experience involving extensive customer service

Desirable Qualifications:
Experience in a human resources or payroll function
Prior to hire, candidates will be required to successfully pass a pre-employment background check, which may include employment verification, a DMV record check, a criminal history check, and Department of Justice (DOJ) fingerprinting. Any information obtained will be used to determine eligibility for employment in accordance with the law. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose a conviction when required will result in disqualification from the recruitment process.
A medical examination will be required prior to appointment.
May be required to work unusual hours and weekends in the performance of their duties
Must be able to perform all of the essential functions of the job assignment
This position qualifies for Veteran's Preference Points. Applicants who have separated from service (Active Duty Status) must submit proof of honorable discharge (Form DD214) with their application at time of filing.

Knowledge, Skills, and Abilities: Knowledge of:
Modern office procedures, practices, and equipment
Office and safety practices, procedures and standards
Personal computer hardware and software, including word processing, spreadsheet, and database programs
Principles and practices of effective customer service
City and Department policies and procedures

Ability to:
Establish and maintain tactful, courteous, and effective working relationships with the public, employees, and others contacted in the course of work
Work in a team-based environment and achieve common goals
Maintain professionalism, courtesy, and composure at all times, including stressful situations
Communicate clearly and effectively, both orally and in writing, by using correct English grammar, spelling, and punctuation
Establish and maintain accurate records, files, and database systems
Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines
Perform arithmetic computations with accuracy
Interpret, apply, and explain established policies and procedures
Effectively handle multiple priorities, organize workload, and meet strict deadlines
Sit for extended periods of time
Bend, stoop, and reach as necessary to perform assigned duties
Lift, carry, and relocate a variety of office supplies and mail weighing up to 25 pounds
Type accurately at a speed of at least 25 net words per minute