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HomeMy WebLinkAboutHuman Resources Assistant City of Port Townsend Job Description Human Resources Assistant Classification title: Human Resources Assistant Working title: Human Resources Assistant Department: People and Performance Union: No FLSA status: Non-exempt Wage Classification: 612 Hours: 20 hours Effective date: Mar. 2023; Apr. 2026 Reports to: Director of People & Performance Civil Service: No JOB SUMMARY Under direction of the Director of People & Performance, performs a variety of administrative and clerical duties in a professional, efficient, and confidential manner. This position provides direct support to the People and Performance Department in areas including records management, recruitment, training, compliance, research, and updating and maintaining computerized data. ESSENTIAL DUTIES AND RESPONSIBILITIES • Provide general administrative support to the People and Performance Department, including correspondence, records management, database management, and document preparation. • Routinely deal with confidential matters of high sensitivity; exercise sound judgment and thorough knowledge of City policies and procedures. • File personnel, medical, training, and other records with confidential information. • Assist with recruitment for City positions, including screening applications, communicating with candidates, scheduling interviews compiling interview questions, and preparing interview packets. Utilization of Springbrook and Laserfiche for employee records and reporting. • Assist with training programs, including monitoring mandatory training requirements, set-up and take down for events, obtaining quotes, creating employee lists for training, scheduling employees, and maintaining training records. • Retain records according the State retention schedules and assist with archiving and purging records as directed. • Order supplies for People and Performance Department and check first aid kit quarterly. • Process human resource-related documents, such as telecommuting agreements, as assigned. • Update HR webpages and related online documents. • Monitor workplace posting requirements (e.g., minimum wage and workers’ rights posters); assist all City locations in maintaining current postings. KNOWLEDGE, SKILLS AND ABILITIES • Knowledge of City Personnel Policies and Collective Bargaining Agreements. • Knowledge of Public Records Act and WA State retention schedules related to human resources HR Assistant records. • Knowledge of operations, services, and activities of a municipality. • Knowledge of pertinent federal, State, and local codes, laws, and regulations. • Knowledge of the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. • Highly developed organizational skills. • Skilled in use of a variety of software applications, including Microsoft Office Suite and PDF programs. • Excellent communication and interpersonal skills, with the ability to interact with diverse groups of people. • Flexibility to adapt to changing circumstances, such as shifting priorities, unexpected challenges, or variations in the workload, while maintaining composure and effectiveness. • Ability to maintain cooperative and effective working relationships with co-workers, peers, management, elected officials, volunteers, and the general public. • Ability to effectively and efficiently communicate with team members, managers, the general public, and other departments, both verbally and in writing, using tact, patience and courtesy to convey instructions, provide feedback, receive feedback, and resolve issues. • Ability to manage multiple tasks under deadline. • Ability to work with a high level of accuracy and attention to detail. • Ability to work independently from general instructions and with little supervision. • Ability to maintain confidentiality, particularly when working with sensitive information. • Ability to adapt to new procedures, processes, technologies, and interchanging job duties. QUALIFICATIONS Required • High School diploma or GED. • Three (3) years’ increasingly responsible and varied administrative experience, preferably in human resources or related field. • Proficiency in Microsoft Office Suite. Preferred • Prior experience in human resources and knowledge of employment and labor laws. • Prior public sector employment experience. • Associate degree in business, human resources, or related field. WORKING CONDITIONS Duties are performed primarily in an office environment with sitting for long periods of time, utilizing standard office equipment and personal computer. The noise level in the work environment is usually moderately quiet. May be required to interact with upset customers. This position typically requires movement around the office, reaching, pushing, grasping, finger dexterity, hearing, seeing and repetitive motions. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. HR Assistant 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The City of Port Townsend is an equal employment opportunity employer. The City employs, retains, promotes, disciplines and otherwise treats all employees and job applicants strictly on the basis of job- related qualifications and competence. These policies and all employment practices shall be applied without regard to any individual's sex, race, color, creed, religion, national origin, sexual orientation (including gender identity), pregnancy, age, marital status, military status, disability, genetic information, or any other characteristic protected by law. This job description in no way implies that these are the only duties to be performed. The employee occupying the position will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisors. All employees must comply with all City policies and procedures relevant to their position as a condition of City employment. This job description does not constitute an employment agreement between the City and the employee and is subject to change as the needs of the City and requirements of the job change.