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HUMAN RESOURCES ASSISTANT I

Human Resources and Risk Management Department

 $3,734.17 - $4,663.42 – Monthly Salary Plus Excellent Benefits

 APPLICATION CLOSING DATE:

Monday, July 29, 2019 at 5 p.m.

ABOUT THE POSITION

Under direct supervision of the Human Resources Director, perform clerical and administrative work related to human resources and/or risk management functions in a fast-paced environment. This position is designated as a confidential, unrepresented position due to support provided for the labor negotiations/relations process.

EXAMPLES OF DUTIES:

Below are illustrative examples of some of the job duties associated with the current opening.

1. Provide customer service information in response to citizen, employee, and job applicant requests, in a courteous and professional manner.
2. Establish and maintain a variety of files and official records, some being confidential in nature.
3. Provide administrative support to the Human Resources team as needed.
4. Track information and update documents such as quarterly report information, risk management claims report.
5. Provide administrative support for quarterly Accident Review Board/Risk Management Committee meetings as well as liability claim file review meetings.
6. Gather information from other City staff and/or risk pool regarding liability claims as directed.
7. Order office supplies as needed by department staff.
8. Provide administrative support for tuition reimbursement and other employee reimbursement programs.
9. Check Department of Justice (DOJ) website for reports and provide to Director or Analyst for review and direction. Prepare and process DOJ no longer interested notifications.
10. Prepare training certificates and rosters to document training.
11. Design, prepare and assemble a variety of forms, folders, agendas, packets, brochures, fliers and announcements and arrange for distribution.
12. Track timing of employee performance appraisals in computerized systems and send monthly report to department managers.
13. Prepare Human Resources Action Forms for a variety of payroll and personnel actions that need to be documented and processed by payroll.
14. Enter employee data and other related information in to HRIS system.
15. Scan documents and records and save to designated electronic files.
16. Prepare requests for payments, credit card purchases, and purchase orders.
17. Process and direct incoming and outgoing mail.
18. Provide administrative support related to the monthly Personnel Commission meetings. May attend evening Personnel Commission meetings as directed and may record and prepare summary minutes. May forward pertinent information to Department staff.
19. May utilize specialized software programs.

QUALIFICATIONS

1. High School Diploma or G.E.D.
2. Six months of related work experience in clerical office work. 
3. Keyboard at least 40 net words per minute. (Please note that keyboarding testing and/or computer skills testing may be required of finalists for this position.)
4. Possess and maintain a valid California Driver License and a safe driving record necessary to operate assigned vehicle(s).
5. Pass an employment background check including a Department of Justice criminal record check for employment.
6. Prefer non-tobacco user.

The Employment Division works with managers to make timely hires and retain the best employees.  In a fast-changing world, team members keep up-to-date on best practices in human resources and what's important to the departments they serve.  Customers rely on the Employment Division as trusted Business Partners who find solutions that help them achieve their goals.

The Division is recruiting for a Senior Analyst to join the team.  Senior Analysts act as Business Partners to client departments, ensuring that their Employment needs (recruitment, selection, and classification) are met.  Senior Analysts report to the Division Manager and are each responsible for developing and implementing strategies to meet the recruitment and classification needs of their assigned departments and for direct supervision and coordination of workload Analysts.  Employment Analysts are responsible for recruiting qualified applicants by developing and administering valid selection processes and for conducting classification projects such as individual position studies, new job class development and class specification revision.

This is an exciting opportunity for individuals with a passion for recruitment and selection to develop innovative, creative solutions for timely and effective recruitment processes. The position requires strong organizational skills and the ability to build effective working relationships with all City Departments and with other key stakeholders within the City of San Jose organizational structure and to represent the City to applicants, both internal and external.  Attention to detail and a strong customer service perspective are critical. The position requires creative thinkers who are willing to develop and implement strategies to meet department needs.
 
This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.  

Actual salary shall be determined by the final candidate’s qualifications and experience.  In addition to the starting salary, employees in the Senior Analyst classification shall also receive an approximate five percent (5%) ongoing non-pensionable compensation pay.
 
Competencies
 
The ideal candidate will possess the following competencies, as demonstrated in past and current employment history.  Desirable competencies for this position include:
 
Job Expertise - demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations.

Analytical Thinking - approaches a situation or problem by defining the problem or issue.

Communication Skills - effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills; displays openness to other people's ideas and thoughts.

Computer Skills - experience with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.

Customer Service - demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor.
 
Decision Making – Identifies and understands issues, problems, and opportunities; uses effective approaches for choosing a course of action or developing appropriate solutions.
 
Initiative - Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promote job performance.
 
Leadership – Leads by example; demonstrates high ethical standards; remains visible and approachable and interacts with others on a regular basis; promotes a cooperative work environment, allowing others to learn from mistakes; provides motivational support and direction.
 
Planning - Acts to align own unit's goals with the strategic direction of the organization; Defines tasks and milestones to achieve objectives, while ensuring the optimal use of resources to meet those objectives.
 
Problem Solving – Approaches a situation or problem by defining the problem or issue; determines the significance of problem; collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.
 
Supervision - Sets effective long and short-term goals based on a good understanding of management practices; establishes realistic priorities within available resources; provides motivational support; empowers others; assigns decision-making and work functions to others in an appropriate manner to maximize organizational and individual effectiveness.

Midpeninsula Regional Open Space District is seeking an organized and self-motivated professional to fill our newly-created Senior Grants and Procurement Technician position. The ideal candidate is enthusiastic about open space preservation and has support experience related to grants and procurement or contracts. We are looking for an independent worker with strong writing and editing capabilities, who is detail-oriented and able to meet deadlines while managing multiple competing priorities. 

About the District: The District manages a regional greenbelt system in the Santa Cruz Mountain region comprised of over 63,000 acres of land in 26 open space preserves, protected for public enjoyment and recreation. The District is a growing organization with a focused mission that guides our work, and where every employee makes an impact.  This is an exciting time to be part of the District’s team!  If you are looking for a challenging opportunity to contribute to the legacy of open space preservation and recreation, we invite you to apply for this position. To learn more about the District, visit our website, OpenSpace.org, and view our “Working for Midpen” video on our Jobs page. 

About the Position: This position is responsible for a variety of difficult and complex technical duties, as well as administrative and clerical support to both the Grants and Procurement functions. The Senior Grants and Procurement Technician will dually report to the Grants Program Manager and the Procurement and Contracts Specialist, with time evenly split between the two. This is an advanced journey-level classification, where you will be asked to perform detailed and technical work accurately and in a timely manner. The Grants Program and Procurement duties are described below. 

Grants Program

The purpose of the Grants Program is to identify and secure external funding and to manage a small Grantmaking Program, which provides competitive funding to external organizations. In this role, the Senior Technician will support the entirety of the grants lifecycle, from identifying funding sources, assisting with writing grant proposals and, once awarded, monitoring compliance with the grant agreement. This will include managing and tracking ongoing deadlines, collating information for grant reports and reimbursement requests, and communicating closely with other Midpen departments to gather project information. Likewise, the Senior Technician will also support processing reimbursement requests made by grantees through the Grantmaking Program. Other duties will include administrative and record-keeping functions, including meeting scheduling, invoice processing, and data management.

Procurement

The Procurement team manages full-cycle procurement and contract administration from coordination of solicitation to contract execution and closeout.  In this role, the Senior Technician will be responsible for preparing contracts and purchase orders for District departments; entering data into Midpen’s enterprise resource planning system (ERP); producing reports; record and track spending; maintain purchasing files, interact with vendors and support price and term negotiations; support and manage solicitations in bid tool; manage Procurement Sharepoint site; and perform related duties as assigned.  Support includes administrative functions, including meeting scheduling, responding to inquiries, and data management.

Work Environment:  This position is part of Administrative Services at the District’s offices in Los Altos, California: in a standard, primarily sedentary, office setting, using standard office equipment. 

Education and Experience:  Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:  Equivalent to the completion of twelfth (12th) grade supplemented by  college-level coursework in accounting or finance and five (5) years of experience in the maintenance of financial and accounting records, budgeting, grants support, procurement support, or financial support experience.  Prior experience in the public sector is highly desired.

Licenses & Certifications Required:   Possession of a valid California Driver’s License.

Benefits:   The Open Space District provides an excellent benefits package including health, life & disability insurance as well as CalPERS pension. Please see the Benefits page of the District website for details.

How to Apply:  Apply online at the public sector job board, CalOpps.org.  Application deadline is August 1, 2019 at 10:00 a.m.  

The following four (4) application items are required and constitute a complete application:

(1) A fully completed CalOpps employment application

(2) Cover Letter

(3) Resume

(4) Supplemental question responses

Incomplete applications will not be considered for the position. Applicants with the most relevant experience and qualifications suitable for the position will be contacted for interviews.

Recruitment Timeline: We recommend applicants be available on the following dates for panel interviews (we are unable to accommodate vacation schedules):

First Interview: August 13, 2019

Final Interview/Written Exercise at our office in Los Altos: August 20, 2019

Estimated Start Date: September

Applicants with disabilities may request reasonable accommodation

by contacting the Human Resources department at (650) 691-1200.

Put your passion for Open Space to work!

 
The City of Gilroy is recruiting a college intern to work in the Public Works Department to perform a variety of administrative duties related to the work of the department. The following are examples of projects and assignments for this internship:

• Create and update spreadsheets for various programs (land development, capital improvement projects, sidewalk and storm water programs)
• Update and aggregate Public Works files and information contained on a shared computer drive so files are well-organized and accessible by staff
• Create standard Public Works file folder templates and structure for both electronic and hard copy files so a consistent system is utilized by all staff
• Organize binders and master plan documents in the Engineering Division
• Update existing sidewalk survey documents
• Assist in creating a database for drainage problem areas
• Assist in creating a GIS layer of Community Facilities Districts within the City of Gilroy
• May go out into the field to gather information for above work assignments
• Perform other related work as assigned

 
Salary:
$17.21 - $19.12 per hour        (for students in a Master Program)
$12.75 - $16.57 per hour        (for students in a Bachelor Program)
 
Duration:
As soon as hired to approximately September 30, 2019 when school is not in session. There is potential for the internship to continue past September.
 
During summer and when school is not in session for up to 11 weeks, this position can be full-time (up to 40 hours per week) or part-time (up to 25 hours per week).  If the position is extended past 11 weeks, or once school is in session, the position is part-time only.
 
The official start and end date of the internship will be determined at the time of hire. Work hours are generally Monday – Friday between   8:00 a.m. to 5:00 p.m. Interns may be assigned to attend some evening, weekend and off-site meetings or events.

POSITION SUMMARY:
Under supervision of Preschool Teacher II, III and Coordinator, assures policies and procedures are maintained, plans and conducts diversified recreation programs, plans and organizes daily activities, supervises participants, instructs curriculum for classroom activities, maintains communication with parents of participants, promotes and ensures safety procedures, renders first aid in the event of injury, performs related work as required. Typical activities include but are not limited to: facility attending, organizing, cleaning and setting-up the classroom and materials, assisting and leading craft, art, lessons and project preparations, leading circle time, story time, cooking projects, games and monitoring and implementing playground activities.

Tiny Tots is a recreation, play with a purpose, non-credentialed city run preschool program. Staff are scheduled from mid-August through the end of May. The shifts for this position are 11-2:30 pm Monday, Wednesday, and Friday and 12:00 – 4:00 pm on Tuesday and Thursday. If you are only available for either the MWF or Tu/Th shift, please still submit an application. This position will work on an as-needed basis and is limited to 960 hours a year.

The emphasis of the Tiny Tots program is to provide physical, social, and emotional growth for children in a child-centered environment. Activities are designed to foster a healthy child that has a positive self-image and enjoys learning. Tiny Tots programs provide material that will produce an atmosphere conducive to each child’s own individual creativity and self-expression. Children participate in arts/crafts, music, body movement, basic science, cognitive games, creative play, cooking, circle, and story time and phonics awareness.

GENERAL ACCOUNTABILITIES:

The following statements are intended as general illustrations of the work in this job class and are not all inclusive for specific positions. 

1. Ability to plan, organize and lead recreation programs specific to preschool-aged children
2. Communicate effectively in a public setting with adults and children
3. Maintain effective relationships with parents and residents
4. Follow written and verbal instructions
5. Work cooperatively with others
6. Function effectively in leadership roles
7. Report problems or hazards which may occur, either with children, parents, or equipment to on-site supervisor or Recreation Coordinator
8. Communicate clearly and concisely, both orally and in writing
9. Engage children in activities and motivate participants
10. Follow safety procedures
11. Be courteous and provide exceptional customer service in order to tactfully manage challenging situations
12. Initiate and complete work activities
13. Respond calmly and efficiently in emergency situations
14. Maintain confidentiality of information, either written or spoken
15. Sets-up daily activities in the Preschool setting.
16. Instructs curriculum for classroom activities.
17. Promotes and ensures safety procedures.
18. Assists with informing parents and collecting paperwork relevant to activities and events.
19. Performs related work as required.

MINIMUM POSITION REQUIREMENTS:

Knowledge of: Child development stages; team building principles; methods of organizing, conducting, and supervising recreation programs; marketing and customer service principals; effective oral communication; safety, first aid, and other emergency resource methods; handling the needs and concerns of preschool age children; principles and practices in working in a team environment.

Skill and Ability To: Organize and conduct recreation programs; recommend procedures to improve program; establish and maintain effective working relationships; represent the City’s high standards; interpret department programs and policies; follow written and verbal instructions; work cooperatively with others; report problems or hazards which may occur -- either with children or parents or with equipment; communicate clearly and concisely -- both orally and in writing; engage children in activities and motivate participants; follow safety procedures; practice excellent customer service to interact tactfully and courteously with program participants and general public; independently initiate and complete work activities; respond calmly and efficiently in emergency situations; maintain confidentiality of information -- either written or spoken; use initiative and sound judgment within established guidelines, prioritizing work and coordinating several activities; multitask while planning and organizing activities; communicate tactfully and effectively with the participants and parents, including interpreting and applying detailed rules and policies; organizing and maintaining supplies; good working knowledge of computer technology (including Microsoft Office); first aid and CPR.

PHYSICAL REQUIREMENTS AND GENERAL WORKING CONDITIONS:
Regularly required to sit, stand, squat, climb, balance, reach, twist, kneel, bend, squat, and stoop for prolonged periods of time in the performance of daily activities; may be required to lift, drag, carry, and push equipment, tools, and supplies up to 25 pounds; maintain a professional and neat appearance.

EXPERIENCE AND EDUCATION: 

• Possession of a high school diploma or G.E.D. equivalent is required
• 1 year paid or volunteer work experience in a preschool, recreation environment is preferred
• CPR & First Aid training required within three months of hire

COMPENSATION:

This is a part-time, seasonal position. $15.00 to $24.50 hourly DOE.

APPLICATION PROCEDURE:

This recruitment will remain open until filled. Applications must be submitted online.

The City of Los Altos is an equal opportunity employer and does not discriminate in employment on the basis of a person’s race, religious creed, color, national origin, ancestry, mental or physical disability, medical condition, marital status, sex, age or sexual orientation. Candidates with a disability, which may require special assistance in any phase of the application or testing process, should advise City of Los Altos upon submittal of application. Documentation of the need for accommodation must accompany the request.

SELECTION PROCESS:
The applicants most closely matching the City’s desired qualifications and organizational needs will be invited to participate in the interview process. Prior to hire, candidates will be required to successfully complete a pre-employment process, including a TB test and Livescan fingerprinting through the U.S. Department of Justice. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose a conviction will result in disqualification or termination.

EQUAL OPPORTUNITY EMPLOYER:
The City of Los Altos is an equal opportunity employer and does not discriminate in employment on the basis of a person’s race, religious creed, color, national origin, ancestry, mental or physical disability, medical condition, marital status, sex, age or sexual orientation. Candidates with a disability, which may require special assistance in any phase of the application or testing process, should advise City of Los Altos upon submittal of application. Documentation of the need for accommodation must accompany the request.

Please click on the Job PDF button below to view the full job announcement brochure. 

The City of Los Altos - Fellowship Program

POSITION SUMMARY 
The Management Analyst Fellow provides support to the Administrative Services Department and oversees the implementation of special projects as assigned. This position provides opportunities to interact with all City departments, Commissions, council members, executive team, management staff and the community on a variety of interesting projects. This position provides support to Human Resources, Finance and Information Technology Divisions. The Management Analyst Fellow provides analysis on programmatic practices and procedures and makes recommendations for organizational, operational, policy, and procedural improvements; conducts needs analyses, feasibility studies, and evaluations for assigned projects and programs; develops, summarizes, and maintains administrative and fiscal records; fosters cooperative working relationships among City departments and acts as liaison with various community, public, and regulatory agencies.

EXAMPLES OF TYPICAL JOB FUNCTIONS 
• Provides professional assistance in a wide variety of complex administrative, analytical, and work-flow support activities to the Administrative Services Department.
• Provides financial assistance to departmental programs, activities, and special projects, including budget, and council priorities
• Participates in and/or coordinates a range of human resource activities, which may include recruitment and selection, employee relations, benefits administration, classification and compensation, consistent with the City’s human resources policies and administrative procedures
• Conducts a variety of analytical and operational studies regarding departmental and programmatic activities, including complex operational, regulatory, or administrative issues; evaluates alternatives, and makes recommendations
• Provides ad hoc reporting 
• Assists in developing goals, objectives, policies, procedures, work standards, and administrative control systems for the department to which assigned
• Participates in interdepartmental, community and/or professional meetings; confers with and coordinates with other City staff on a wide variety of administrative analyses and planning issues
• Attends and coordinates monthly financial commission meetings and serves as record keeper
• Participates as a member of the Workplace Innovation Team (WIT)
• Ensures compliance with Federal, State, City, and funding agency regulatory and reporting requirements and applicable laws, regulations, and professional practices
• Attends meetings, conferences, workshops, and training sessions and reviews publications and related materials to become and remain current on principles, practices, and new developments in assigned work areas
• Communicates orally, in writing, or through graphic representations and statistical summaries with colleagues, managers, employees, the public, organized employee groups and representatives of various organizations
• Performs other duties as assigned 
  

PHYSICAL AND MENTAL DEMANDS
PHYSICAL DEMANDS:
While performing the duties of this class, an employee is regularly required to walk, stand and sit; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; kneel or crouch; and lift up to 30 pounds. Specific vision abilities required by this class include close vision and the ability to adjust focus to read and operate office equipment as necessary during the course of work assignments.

MENTAL DEMANDS:
While performing the duties of this class, an employee is regularly required to use written and oral communication skills; read and interpret statistical data, information and documents; analyze and solve problems; use and apply reasoning and statistical concepts; observe and interpret people and situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under deadlines and with constant interruptions; and interact with City staff, elected officials, other public and private organizations, and the public.

WORK ENVIRONMENT:
An employee is this class works under typical office conditions, and the noise level is usually quiet. There may be circumstances that require walking or driving to other City facilities to meet with other staff on a regular basis. 

IDEAL CANDIDATE POSSESSES THE FOLLOWING CHARACTERISTICS 
A recent Master’s degree graduate interested in working complex, high-level projects. Is highly professional, patient, flexible, respectful, and ethical; possesses excellent problem-solving skills and a can-do attitude. Communicates effectively and proactively both verbally and in writing. Enjoys working in a collegial work atmosphere having interactions with all City departments, Commissions, council members, executive team, and management staff. Enjoys working in a community of engaged members of the public, which include merchants, property owners, residents, and those seeking to make Los Altos their home. 

COMPENSATION & BENEFITS 
The Management Analyst Fellow is a full-time, two-year term position. $41.33 hourly.
• For new employees who are existing members of the California Public Employee Retirement System (CalPERS) the retirement formula is 2% @ 60. Employee pays 7% of salary for employee CalPERS retirement benefit.
• For new CalPERS members, retirement benefits are pursuant to the California Public Employee’s Retirement Reform Act of 2013 (PEPRA) Section 7522.10, employees hired on or after January 1, 2013 will have a retirement formula of 2% @ 62 and will pay up to 50% of the normal CalPERS retirement cost.
• Choice of HMO or PPO plans through CalPERS Health Benefits
• Dental & Vision Reimbursement Plan 
• City-paid life insurance; additional life insurance purchase option
• Long Term Disability insurance purchase option
• Vacation starting at 10 days annually 
• Sick leave allowance of 12 days annually 
• 10 annual holidays plus 1 floating personal day
• Deferred Compensation Plan Available
• Flexible Spending Account Available
• Employee Assistance Program 
• The City follows a Defined 9/80 schedule with offices closed every other Friday. 

APPLICATION PROCEDURE 
A complete City application, cover letter and resume must be received. The recruitment will remain open until filled. The first review of applications will occur on Monday, June 10, 2019. 

SELECTION PROCESS 
The applicants most closely matching the City’s desired qualifications and organizational needs will be invited to participate in the interview process. Prior to hire, candidates will be required to successfully complete a pre-employment process, including reference checks and a complete background investigation. A conviction history will not necessarily disqualify an applicant from appointment; however, failure to disclose a conviction will result in disqualification or termination.

EQUAL OPPORTUNITY EMPLOYER 
The City of Los Altos is an equal opportunity employer and does not discriminate in employment on the basis of a person’s race, religious creed, color, national origin, ancestry, mental or physical disability, medical condition, marital status, sex, age or sexual orientation. Candidates with a disability, which may require special assistance in any phase of the application or testing process, should advise City of Los Altos upon submittal of application. Documentation of the need for accommodation must accompany the request.

LIMITATIONS AND DISCLAIMER
The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.