Job Description

ABOUT THE POSITIONAs the Human Resources Assistant, you will:
Under direct supervision of Human Resources Manager, performs a variety of clerical duties ensuring the smooth operation of Human Resources Functions; acts as the initial contact for City employees and general public.

• Offers comprehensive clerical and administrative assistance to Human Resources department.
• Composes various types of correspondence, generates and formats a variety of reports and documents, creates and maintains various computerized confidential data bases. Prepare new employees badge.
• Responds to employees\' inquiries regarding departmental and city policies and procedures, regulations, systems relating to Human Resources service areas; issues forms as needed; responds to questions regarding employment, benefits, training, performance, and related items.
• Assists general public by providing routine and general information regarding employment, application process and interviews.
• Screens mail and telephone calls, resolves routine complaints and issues, and routes calls or customers to appropriate personnel if unable to resolve.
• Redirects calls according to each functional area.
• Completes employment verifications of employment and performs reference check for applicants.
• Acts as Time Clock liaison for Human Resources department, verifying payroll reports for correct employee deductions and status changes.
• Offers support to records retention program, filing system, personnel files, and filing room maintenance.
• Processes Personnel Action Request (PAR) forms and related documentation for various employee changes ensuring Human Resources Portals and Systems are updated.
• Oversees the full termination and clearance process for employees.
• Maintains inventory of office and other supplies, placing and picking up orders to ensure availability.
• Obtains quotes from vendors for promotional items, venues and food for events. Processes requisitions for payment and requests for reimbursement, computes monthly billing for vendors and processes payments.
• Supports the recruitment process by preparing job announcements, placing advertisements in newspapers and other publications and websites, maintains job postings on Neogov, maintaining requisition log, keeping employment eligibility lists, scheduling and proctoring pre-employment testing, and answering inquiries about internal and external recruitment processes.
• Assists with the selection process by coordinating interview panels and interviews, preparing interview related paperwork, and ensuring availability of materials and refreshments, in alignment with HR Coordinator or HR Manager.
• Maintains office order and appearance; submits service tickets to Facilities or IT and follows up.
• Oversees fuel fulfillment and coordinates the maintenance log and cleanliness of the office vehicle.
• Assists with special projects and events.
• Perform other related duties as assigned.

IDEAL CANDIDATEWill have the knowledge of:

• Knowledge of HR Practices: Recruitment, benefits, training and employment law.
• Standard office practices, procedures, and equipment.
• Use automated information systems (ATS) to develop and maintain databases, spreadsheets, and documents.
• Knowledge of basic employment laws, regulations, policies, and procedures (Federal/State/City).
• Speaks and writes professional intermediate business English (spelling, grammar, punctuation, and creation of professional documents).
• Office Software Proficiency: Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• Basic knowledge of documents and fillable forms in Adobe.
• Basic graphic design and fillable forms in Canva.

Will have the ability to:

• Clerical Skills: Filling, data entry and record-keeping.
• Scheduling: Manage calendars, schedule interviews, and organize meetings.Team Collaboration: Work well within a team and support colleagues.
• Sense of urgent: Ability to recognize and prioritize tasks based on their importance and deadlines.
• Confidentiality: Handle sensitive information with discretion.
• Multitasking ability: Handle multiple HR tasks and projects simultaneously.
• Adaptability: Quickly adapt to changing priorities.
• Detail oriented: Maintains accuracy in data entry and documentation.
• Resourcefulness: Ability to find quick ways to difficulties; do research, quickly acquiring new skills, use efficiently of the resources.
• Proactive: Follow up their own routine and anticipate potential problems; plans ahead to mitigate risk and avoid last-minute crises.
• Project Management: Proficiency in project planning and execution.

Desired/Preferred:

• Bilingual in English Spanish.
• San Luis residency.
• Education: Some College (Associate or Minor).

MINIMUM REQUIREMENTSRequired Knowledge:

• High school diploma or GED equivalent.
• Minimum of one year of administrative support or customer service experience.
• Basic principles and practices of Human Resources including recruitment.
• Office Software Proficiency: Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• Proficiency in answering phones, and redirect calls.
• Written Communication: Draft emails, memos, and reports clearly and professionally.
• Verbal Communication: Effectively communicate with employees, managers, and job candidates.

Will have the ability to:

• Clerical Skills: Filling, data entry and record-keeping.
• Scheduling: Maintains calendars, schedule interviews, and organize meetings.
• Team Collaboration: Work well within a team and support colleagues.
• Sense of urgent: Ability to recognize and prioritize tasks based on their importance and deadlines.
• Confidentiality: Handle sensitive information with discretion.
• Multitasking ability: Handle multiple Human Resources tasks and projects simultaneously.
• Adaptability: Quickly adapt to changing priorities.
• Detail oriented: Maintains accuracy in data entry and documentation.
• Resourcefulness: Ability to find quick ways to difficulties; do research, quickly acquiring new skills, use efficiently of the resources.
• Proactive: Follow up their own routine and anticipate potential problems; plans ahead to mitigate risk and avoid last-minute crises.

Required:

• Residency in the United States and within 25 miles of the City of San Luis.
• A valid Arizona driver\'s license at the time of appointment and must be maintained throughout employment.

SUPPLEMENTAL INFORMATIONThe City of San Luis is committed to Professional Growth and Career DevelopmentIf there are enough applicants in the process, this post can be closed before the advertised day; if you are interested in the position please apply promptly; applicants will begin to be reviewed by 05/31/2024.
Candidates deemed to have the most relevant backgrounds will be invited to participate in the interview/assessment process

City of San Luis