JOB SUMMARY
Under the direct supervision of the Human Resources Manager, the Human Resources Assistant performs a variety of administrative, clerical, and customer service duties in support of the City's Human Resources Department and contracted agencies. This position assists with a variety of HR functions including recruitment, onboarding, employee records management, training coordination, and employee benefit and leave programs.
This is a part-time, non-benefited position working approximately 20 hours per week. Typical work hours will be scheduled during normal business hours, Monday through Friday, between 8:00 a.m. and 5:00 p.m. The specific schedule will be determined collaboratively between the employee and the Human Resources Manager.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Provides front-line customer service to employees, applicants, retirees, and the public. Answers the department main line phone, processes incoming and outgoing mail, monitors the Human Resources email inbox, and prepares and processes a variety of communications.
- Assists employees with routine questions regarding benefits, retirement plans, leave programs, training opportunities, employment opportunities, employment verifications, and Human Resources procedures.
- Assists in onboarding by processing paperwork, printing badges, entering new employee data into various systems, assisting with new employee orientation, and providing general clerical support to various onboarding activities.
- Posts job openings through the City's online employment system and other recruitment platforms. Coordinates aspects of the hiring process, including scheduling interviews and pre-employment testing, communicating with applicants, processing background, driving record, and reference checks. Assists with recruitment marketing initiatives and participates in interview panels as assigned.
- Supports the talent development program by scheduling trainings, secures locations, assists in marketing and recruitment of participants, prepares rosters, prints training materials, maintains attendance records, and provides general clerical support. Monitors and tracks required annual compliance training.
- Maintains the DOT driving record database and assists with the random drug/alcohol selection process.
- Collaborates with the Payroll Accountant to support employee programs, benefits administration, leave management, employee data maintenance, and other Human Resources initiatives and special projects.
- Tracks and maintains records related to Family and Medical Leave Act (FMLA), workers' compensation, short-term disability, and other leave programs under the direction of the Human Resources Manager. Assists with preparing and distributing leave-related notices, forms, and correspondence.
- Assists in maintaining personnel files and Human Resources records in accordance with applicable record retention requirements and confidentiality standards.
- Assists in the coordination of employee engagement programs, employee recognition initiatives, annual employee functions, and employee communications. Distributes employee engagement communications, including newsletters, announcements, and other Human Resources-related updates.
- Performs related work as required.
DESIRED CERTIFICATIONS, LICENSES, REGISTRATION
- Human Resources certification (e.g., SHRM-CP, aPHR, PSHRA-CP) – Preferred.
ESSENTIAL JOB FUNCTIONS - REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
Education
- Associate degree in Human Resources, Business Administration, Office Administration, or a related field preferred.
Licensing / Certification
Experience
- Two or more years of administrative, customer service, office support, human resources, or related experience preferred.
General Requirements
- Working knowledge of general office practices and administrative procedures.
- Working knowledge of Human Resources functions, recordkeeping practices, and customer service principles.
- Ability to maintain confidential and sensitive information.
- Ability to organize and prioritize multiple assignments and meet established deadlines.
- Proficiency with office technology, Human Resources information systems, Microsoft Office applications, and related software.
- Ability to communicate effectively orally and in writing.
- Ability to accurately prepare, process, and maintain records and reports.
- Ability to exercise sound judgment, discretion, professionalism, and attention to detail.
- Ability to establish and maintain effective working relationships with employees, applicants, vendors, contracted agencies, and the public.
- Ability to provide courteous and responsive customer service.
SAFETY SENSITIVE POSITION
- Possession of a valid driver's license with a driving history that does not create liability concerns for the City.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources Manager at 616-935-3211. Requests for accommodations will be reviewed on a case-by-case basis.
- Stand – Occasionally
- Walk - Occasionally
- Sit - Frequently
- Use of Hands/Fingers - Frequently
- Reach - Occasionally
- Climb - Rarely
- Crawl - Rarely
- Squat/Kneel - Rarely
- Bend – Occasionally
Lift/Carry
- Less than 10 lbs - Frequently
- 10-29 lbs - Occasionally
- 30-59 lbs - Rarely
- 60-100 lbs - Rarely
Push/Pull
- Less than 10 lbs - Frequently
- 10-29 lbs - Frequently
- 30-59 lbs - Occasionally
- 60-100 lbs - Rarely
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
- Work in this position is generally performed in a traditional office setting.
- Material and equipment used in this position include, but is not limited to, personal computers, phones, applications and software programs, fax machines, copiers, and calculators.
- Microsoft Office Suite includes Word, Excel, Outlook, and PowerPoint.
- General office filing is required. This would require the ability to move files, open filing cabinets, and bending and/or standing as necessary.
WORK SCHEDULE
- In-person work required.
- This position is part-time, working roughly 20 hours per week. Typical hours are to be worked between the normal office hours of Monday – Friday, 8am – 5pm.
- Additional and/or alternate hours will be required based on operational need, meetings, training and to meet established deadlines as required
