Under moderate supervision, performs a variety of difficult and specialized human resources clerical work involving public contact of a sensitive or confidential nature in one or more areas: operations / recruitment, benefits, and risk management. Provides responsible and professional administrative support to the Human Resources Department.

Performs a variety of human resources related clerical and administrative duties in support of department staff. Maintains, monitors, and tracks various logs and records. Performs data gathering and management. Prepares letters and spreadsheets as directed. Helps administer programs and projects. May serve as the point of contact for a program or the division. May conduct bilingual fluency tests (if bilingual). May assist with the processing of vendor invoices. Performs a variety of other general and specialized human resource clerical work as assigned. Depending on assignment, additional essential functions also include, but are not limited to:

Operations / Recruitment: Uses recruitment and applicant tracking software to track candidates. Creates employment brochures and assists with job advertisements. Organizes and prepares examination materials, and assists in proctoring examinations. Processes applicant testing results, prepares hiring eligible lists, and sends job application status notifications. Coordinates the clerical aspects of pre-employment medical / drug screening exams and background checks; and may assist with processing background checks using Livescan. Assists with the processing of new hire paperwork. Monitors employee performance appraisal due dates, and prepares and distributes employee performance appraisal forms to departments. May assist in screening job applicants for minimum qualifications.

Benefits: Assists with processing new hires by providing City benefit information. Uses payroll and employee database systems to manage employee benefits. Assists with the reconciliation of insurance subsidy accounts. Researches questions on insurance matters and replies to inquiries. Distributes, interprets, explains information, and processes enrollment forms for the rideshare program and employee benefits, such as medical, dental, life, accidental, and disability insurance. Prepares and maintains AQMD incentive payment records. May serve as a contact person for the City Trip Reduction Plan. May assist with notifications and tracking pertaining to state and federally mandated leave laws.

 

Risk Management: Assists in the implementation and administration of risk management programs and operations. Provides support for safety and liability program functions. Serves as the point of contact for third party administrators, employees, and the public regarding risk management programs, claims, policies, and other related matters. Receives, processes, and negotiates subrogation issues not arising out of a General Liability or Workers’ Compensation claims. Assists in planning and coordinating safety and training events. Supports risk management staff with claims and investigations. May review special event permits and assist in notifying event holders of insurance requirements. May assist in Loss Control and Safety activities.

Successful performers are dependable, well organized, flexible, strategic, and conscientious team players who enjoy a fast-paced working environment, a variety of clerical tasks, and heavy customer contact. These individuals are computer literate and are willing to give the extra effort to produce high quality product in a timely manner.

Two years of increasingly responsible clerical and administrative support experience, preferably in a human resources department. Education equivalent to graduation from high school. College-level coursework in business administration, business management, public administration, or a directly related field may be used in conjunction with experience to meet the minimum qualifications, or any equivalent combination of experience and training which provides the desirable knowledge, skills and abilities.

DESIRABLE KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: business English, punctuation, spelling and arithmetic; modern office practices, procedures, equipment, and standard clerical techniques; basic functions and activities of a centralized human resource office; a Civil Service system; human resources principles, practices, and terminology.
Skill in: personal computer operation; MS Office Suite (Word, Excel, PowerPoint, Access, and Outlook) and graphics software (for brochure development).
Ability to: operate job-related software up to an advanced level of proficiency; perform assignments with moderate supervision; learn, interpret, explain, and apply various regulations, policies, and procedures with consistency; maintain the security and confidentiality of data, information, and sensitive material; use correct grammar and spelling; make accurate and rapid computations and comparisons; establish and maintain effective relations with the public, co-workers, insurance company representatives, and other parties; handle sensitive situations with tact and discretion; maintain moderately complex records; prepare accurate reports from records and other source data.

SPECIAL REQUIREMENT

Possession and retention of a valid California Class C Driver's License throughout tenure in this position is a condition of employment.

Must be willing and able to work evenings and weekends for examination proctoring, as needed.

All applicants are required to complete and submit a City application form online and answer the supplemental questionnaire. Resumes or faxed copies will not be accepted in lieu of the City online application. To apply, click on the "Apply" link located at the top of this page. New users must create an account first. Click on this link for instructions on how to set up your account and apply for the first time: Online Employment Application Guide.

Applications will be reviewed by the Human Resources Department. Those applicants possessing the most pertinent qualifications will be invited to continue in the selection process, which will include: