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Human Resources
FLSA Designation: Non-Exempt
May, 2005

HUMAN RESOURCES ASSISTANT I

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

SUMMARY DESCRIPTION
Under supervision (Human Resources Assistant I) or general supervision (Human Resources Assistant II) of the Human Resources Manager or other designated supervisory or management staff, performs a variety of general and specialized confidential clerical, office support, and routine administrative and programmatic duties to assist in the day-to-day operation of the Human Resources Division; assists City staff and the general public and provides information related to specific program area of assignment.

IDENTIFYING CHARACTERISTICS
This is the entry-level class in the Human Resources Assistant series performing routine and less complex office support assignments in the Human Resources Division while learning City policies and procedures. Positions at this level are not expected to function with the same amount of program knowledge or skill level as positions allocated to the Human Resources Assistant II level and exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. This classification is flexibly staffed with the Human Resources Assistant II. Advancement to the “II” level is based on demonstrated proficiency in performing the assigned functions and is at the discretion of higher level supervisory or management staff.

REPRESENTATIVE DUTIES
The following duties are typical for this classification. Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

  1. Performs a wide variety of responsible specialized clerical, administrative, and office support duties in support of the City’s human resources system, functions, and program areas.
  2. Enters human resources/benefit and payroll information into the City’s Human Resources Information System (HRIS) as well as benefit providers’ information systems.
  3. Maintains confidential correspondence including applications, test results, affirmative action data, and related information.
  4. Maintains automated and manual files and records including employee files, medical files, background files, worker’s compensation files, and seasonal/temporary employee files; prepares and places files in archive at off-site storage facility; maintains list of files in off-site storage.
  5. Creates Personnel Action Forms; distributes forms to department managers and City Manager for signature authorization.
  6. Provides assistance to applicants, City employees, and the general public by serving as the first point of contact for the Human Resources Division by phone and at the public counter.
  7. Maintains and orders materials and supplies for the Human Resources Division; processes purchase orders; receives and codes invoices for approval.
  8. Provides assistance for recruitment and selection processes; prepares and distributes job announcements; receives and organizes applications and provides related office support; schedules oral board panelists and employee interviews; prepares and distributes notifications to candidates during the selection process as well as panel confirmation letters.
  9. Serves as the City’s liaison to coordinate and plan employee wellness program activities with third party administrators; assists with planning and coordination of City Employee Roundtables and other employee events.
  10. Creates Performance Evaluation Form; distributes performance evaluation documents to appropriate manager for completion; distributes completed performance evaluation to appropriate staff for signature; tracks completion of performance evaluations; sends out reminders for late performance evaluations.
  11. Assists the Human Resources staff by conducting research and compiling information from a variety of sources for the completion of forms or the preparation of reports, classification studies, salary and benefits surveys, and/or related documents.
  12. Performs a variety of general office support duties; composes, types, and proofreads letters and other documents; makes copies; distributes documents via interoffice mail, U.S. mail, and various overnight services.
  13. Coordinates various meetings and events including deferred compensation representative on-site meetings; schedules meeting date; secure meeting rooms; book meetings.
  14. Performs related duties as required.
QUALIFICATIONS
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
Basic human resources functions and procedures. Modern office procedures, methods and equipment including computers. Computer applications such as word processing, spreadsheet, and database applications. Mathematical principles. Business letter writing and the standard format for typed materials. Methods and techniques of proper phone etiquette. Basic functions and structure of a municipal organization. Pertinent federal, state, and local laws, codes, and ordinances. Methods and techniques for basic report preparation and writing. Methods and techniques for record keeping and filing. Public relations techniques and procedures. English usage, spelling, grammar and punctuation.

Ability to:
Understand the organization, operation, and services of the City and of outside agencies as necessary to assume assigned responsibilities. Understand, interpret, and apply general administrative and departmental policies and procedures. Perform a variety of office support and clerical duties and activities of a general and specialized nature in support of the Human Resources Division. Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. Read, understand, and review documents for accuracy and relevant information. Use applicable office terminology, forms, documents, and procedures in the course of the work. Use sound judgment in following and applying appropriate laws, regulations, policies, and procedures. Make accurate arithmetic calculations. Compose correspondence and compile and arrange data in a readable and comprehensible manner. Research files and prepare basic statistical reports and analyses. Establish and maintain complex record keeping systems. Proofread and edit draft reports or correspondence for errors in grammar or structure. Coordinate activities and meet critical deadlines. Deal successfully with the public, in person and over the telephone. Understand and follow instructions. Operate and use modern office equipment including a computer and various software packages. Type and enter data at a speed necessary for successful job performance. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Education/Training:
Equivalent to the completion of the twelfth grade. Additional specialized or college level course work in a related field is desirable.

Experience:
One year of clerical experience preferably involving extensive public contact.

License or Certificate:
Possession of an appropriate driver’s license may be required.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein 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 job functions.

Environment: Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

Human Resources Division   
   (925) 516-5191
150 City Park Way   
TTD
   (925) 516-5409
Brentwood, CA 94513  
  (925) 516-5446