Human Resources Assistant

The Marquette Human Resources Department is accepting applications to fill the temporary position of Human Resources Assistant.

POSITION TITLE: Human Resources Assistant

REPORTS TO: Director of Administrative Services

EFFECTIVE DATE: May 15, 2023

JOB CLASS CODE: Seasonal/Temporary

POSITION SUMMARY

The Human Resources Assistant is responsible for performing a variety of administrative and clerical duties in support of the Human Resources Department.

ESSENTIAL DUTIES

An employee in this position may be called upon to do any or all the following:

1. Provides administrative support to the Director and other department staff.
   1. Serves as administrative assistant in the Human Resource office.
   2. Receives visitors and telephone calls. Answers routine questions regarding personnel and employment matters. Escalates difficult inquiries or unusual issues.
   3. Prepares memos, form letters and other correspondence as required.
   4. Expedites the flow of information between the Human Resources Department and other City departments and outside agencies.
   5. Assists with open enrollment for health insurance for eligible employees.
   6. Assists with basic orientation and onboarding for all new hires.

1. Assumes responsibility for effectively recording, maintaining, and reporting Human Resources information.
   1. Ensures that department files and employee records are maintained in accordance with legal requirements, labor agreements, and City policies and procedures.
   2. Records terminations, transfers, new hires, fringe benefits, insurance, seniority, etc.
   3. Prepares recruitment advertising and job postings.
   4. Coordinates applicant testing and interview schedules; prepares interview packets, explains testing and job requirements to applicants, distributes testing materials and monitors exams.

NON-ESSENTIAL DUTIES

• Performs other related functions as assigned.

MATERIALS AND EQUIPMENT USED

• Standard computer software including word processing, database, and spreadsheet packages.
• Telephone, calculator, copier, and printer.

MINIMUM QUALIFICATIONS REQUIRED

• Two years' experience in a professional office setting; specific experience in Human Resources, benefits, insurance, or related field preferred.
• Strong communication and interpersonal skills. This position interacts daily with staff, elected officials, retirees, citizens and third-party administrators and vendors.
• Demonstrated ability to work independently, to organize and prioritize assignments.
• High level of integrity, maturity and good judgment needed to handle sensitive medical, payroll and confidential information daily.
• Knowledge of proper grammar, spelling, and punctuation to compose letters, memos and emails. Must be able communicate clearly both in writing and in person to answer questions and provide information on programs and benefits.
• Demonstrated ability to work with accuracy and attention to detail.
• Typing speed of 45 net words per minute. Computer data entry (7,900 net keystrokes per hour). Expert knowledge of word processing and spreadsheet software required to produce benefits communications, reports, and analysis.
• Knowledge of mathematics sufficient to calculate percentiles and process ungrouped numerical data. Ability to work accurately with numerical data.
• Ability to gather and analyze data and prepare reports.

PHYSICAL DEMANDS

• Lifting 20 lbs. maximum with frequent lifting and/or carrying of objects weighing up to 10 lbs.
• Frequent sitting, standing, bending, twisting, reaching and walking.
• Must be capable of using hand(s)/feet for repetitive fine manipulation and operating controls.
• Occasional squatting and climbing.
• Ability to communicate orally in a clear manner.
• Ability to distinguish sounds at various frequencies and volumes.
• Ability to distinguish people or objects at varied distances under a variety of light conditions.
• Ability to withstand noise levels in the work environment.

This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of the job. The incumbents may be asked to perform job-related responsibilities and tasks other than those stated on this job description.