THE CITY is focused on enhancing our community members’ quality of life through well-designed services and a positive workplace culture. San Rafael is the economic and cultural heart of Marin County and its high quality of life is centered on its commercial districts, engaged neighborhoods, active lifestyle and natural environment. San Rafael (population 59,000) is a full-service city with a City Council/City Manager form of government with 12 departments, more than 400 employees, and an annual budget of $100 million. The City’s vision is to be a vibrant economic and cultural center reflective of its diversity. The City Council is engaged and seeks to strengthen the urban and commercial areas as well as sustain the beautiful natural environment.
San Rafael’s Organizational culture framework is an initiative called “Together San Rafael”. City employees are our greatest asset, and we seek talented individuals with diverse backgrounds who are creative, curious, and excited about a challenge. We are a results-driven team focused on the needs of community members. The Together San Rafael initiative is focused on modernizing City services and increasing the engagement of employees. This initiative recognizes the interconnectedness of the customer and employee experience.
HUMAN RESOURCES ASSISTANT
$ 5,455 – $6,631/per month
LAST DAY TO APPLY: 5:00 p.m., Friday, September 24, 2021
THE POSITION:
Under the direction of the Human Resources Director or other higher level HR staff, the Human Resources Assistant performs a variety of administrative and clerical duties in support of the Human Resources Department in areas such as data entry, Human Resources Information Systems (HRIS), benefits, recruitment and selection, and file management. This position interacts frequently with employees and the public and exercises tact and discretion when dealing with issues of a confidential or sensitive nature.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Provide customer service and respond to general inquiries regarding Human Resources operations from citizens, employees, and job applicants in person, on the telephone, and via e-mail.
- Process employment transactions including Personnel Action Forms, enter data into the human resources database, and prepare documents for the bi-monthly payroll.
- Establish, update, and maintain departmental records, files, and databases, while preserving confidentiality.
- Maintain personnel files, contract and vendor files, and assist with records management and retention.
- Type, proofread, and process a variety of documents including general correspondence, forms, memos, charts, and specialized documents, draft notes, or brief instructions.
- Compile information and data for financial reports; check and tabulate data; prepare simple financial reports; and maintain a variety of financial records.
- Assist with the coordination of recruitments, including posting recruitment flyers, uploading job announcements on-line, entering applicant data into applicant tracking database, responding to questions about recruitment and testing processes, sending notices to candidates, scheduling written exams and oral board interviews, preparing oral board and other testing materials, and scheduling testing appointments.
- Maintain the Human Resources general voicemail, inboxes, and Outlook calendars.
- Update Employee website and general HR webpage.
- Open, sort, screen, and distribute Human Resources mail.
- Send standard correspondence to employees, including citywide memorandums and notices.
- Coordinate training for City staff, including scheduling training, preparing and distributing announcements, tracking attendance, and setting up training site with materials and refreshments when needed.
- Process benefit enrollments and changes in City's financial system and benefit vendor websites.
- Maintain departmental operating supplies and process purchase orders.
- Manage and reconcile invoices and ensure timely payments for services and goods related to the Human Resources Department.
- Process reimbursements for training.
- Maintain compliance posters in all areas posted within the City.
- Respond to requests for verification of employment.
- Assist with the coordination of Human Resources events.
EXPERIENCE AND EDUCATION
Any combination of experience and education that would likely provide the required knowledge and ability is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
- Two Years of general office experience involving extensive customer service.
Education:
- Equivalent to the completion of the twelfth grade.
- Completion of some college level coursework or certification is desired
KNOWLEDGE, SKILLS AND ABILITIES:
Knowledge of:
- Basic knowledge of office practices and procedures related to recruitment and selection, file management, and benefits administration.
- Modern office procedures, methods, and equipment including computers and applicable computer applications.
- Basic functions and structure of municipal government.
- Principles and practices of effective customer service.
- Methods and techniques of proper phone etiquette.
- English vocabulary, including spelling, grammar, and punctuation.
- Basic business arithmetic.
- Business letter writing formats. Ability to:
- Perform a variety of clerical duties and activities of a general and specialized nature in support of the Human Resources Department.
- Maintain accurate, confidential, and complete employee records; implement and maintain standard filing systems.
- Prepare basic reports.
- Operate office equipment, including computers, word processing programs, spreadsheets, Human Resources Information Systems (HRIS), applicant tracking software (ATS), and other database applications.
- Type and enter data at a speed necessary for successful job performance.
- Make simple mathematical calculations accurately.
- Deal successfully with the public, in person and over the telephone.
- Establish and maintain effective working relationships with those contacted in the course of work.
- Work effectively, with frequent interruptions and a high degree of public contact.
- Maintain professionalism, courtesy, and composure at all times, including stressful situations.
- Communicate effectively, both orally and in writing
SPECIAL REQUIREMENTS:
APPLICATION AND SELECTION PROCESS:
City of San Rafael application via CalOpps is required. Resumes do not substitute for the City application. Candidates should detail related education and experience on the application since this information will be used to determine who will be invited to participate in the next phase of the examination process. The examination process may include any or all of the following: Application appraisal, oral board examination, and written examination. The passing point for the oral and/or written examination final score will be 70%. Prior to appointment, candidate must pass a background check, DMV check, pre-employment physical/drug screen, fingerprinting. To file an application, go to www.calopps.org. Select “Member Agencies”. Select “City of San Rafael”. For more information on the City of San Rafael, go to www.cityofsanrafael.org. Follow this link to submit your application: https://www.calopps.org/san-rafael/job-20160810
Reasonable Accommodation: The City of San Rafael will make reasonable accommodations in the exam process to accommodate disabled applicants. If you have a disability for which you require an accommodation, please contact us at 415-485-3474 no later than seven (7) calendar days before the test date.
