Personnel Services Assistant

Definition

DEFINITION

Essential Functions

• Provides direct and confidential clerical support to a department head and other staff members as required; maintains calendar of appointments; receives visitors; ascertains reason for visit and notifies appropriate party; prepares correspondence often working from notes or directions as to objective to be achieved; reviews incoming correspondence and routes in accordance with standard procedures.
• Performs electronic data processing of personnel related transactions including data verification and adherence to strict deadlines.
• Assists employees and others in preparing a wide variety of forms.
• Reviews forms and documents for completeness.
• Assists with preparation and distribution of Job Opportunity announcements, updates job summary listings, and assists with marketing.
• Prepares a variety of reports and statistics for internal and external use.
• Manages record storage, destruction and retrieval of Division’s records and files.
• Prepares, processes, and tracks purchase requisitions for services and materials; enters purchase information into computer system; ensures issuance of purchase order; prepares demand for payment for management approval; tracks contract payments for departmental projects and other obligations.
• Responsible for maintaining a wide variety of personnel files.
• Researches and answers inquiries from the public, applicants, and employees on issues concerning their applications, examinations, records, and benefits.
• Aids in researching information regarding promotional examination eligibility, benefit issues, grievances, collective bargaining agreements, and contract negotiations.
• Prepares, sorts, files, and/or processes a variety of correspondence, reports, records, and documents in draft and final form.
• Provides clerical and para-professional support to department management, fellow staff members, other City personnel, outside agencies, and the public relating to routine administrative, fiscal or operational issues.
• Coordinates departmental activities, programs, and training with other City departments and outside agencies.
• Prepares, validates, processes, and/or checks a variety of documents and records, such as time sheets, invoices, confirming requisitions, and public notices for completeness, accuracy, and submission standards; compiles and records fiscal and statistical data according to established procedures.
• Compiles routine reports by extracting and/or tabulating information from a variety of sources, such as files, correspondence, meeting notes, logs, previous reports, and/or oral instruction.
• Records notes in a variety of employee relations and collective bargaining meetings.
• Performs related duties as required.

Qualification Guidelines

• Education: HS Diploma/GED. Some college level course work in Human Resources, Business Administration, Public Administration or specialized training in the clerical/secretarial occupational field is desirable. College education (or equivalent course work) in Human Resources, Public Administration, or a related field may be substituted for the required experience.
• Experience: Two (2) years of recent experience in clerical or technical administrative, Human Resources, and/or Payroll work involving maintenance of records, explaining policies and procedures, and heavy public contact.

• Possession of and ability to maintain a valid Class C California Driver’s License and a satisfactory driving record.

• Knowledge of general office methods, practices, policies and procedures, including maintenance of records.
• Ability to learn automated data processing systems as they relate to personnel functions; exceptional in organizational and customer service skills.

• Ability to interpret and explain personnel policies and procedures, contractual agreements, and benefits to employees and others, and effectively apply them.
• Input and audit various transactions accurately.
• Communicate clearly and concisely, both orally and in writing; prepare reports.
• Maintain accurate records and files.
• Choose among alternatives to resolve problems; perform moderate to difficult clerical work.
• Maintain effective work relationships with the public, department heads, City staff, outside agencies.
• Understand and follow verbal and written directions; work independently; operate a computer and use a variety of computer software; learn office methods and procedures.
• Type and transcribe dictation; use correct English grammar, punctuation and spelling; alphabetize or numerically/chronologically sort materials.
• Perform assigned specific program activities.
• Serve as liaison between outside agencies, the department head, and other City departments.
• Handle confidential matters with discretion.

Special Requirements/Physical, Mental, Environmental Conditions

• Work is performed primarily in a standard office setting.
• Incumbents may be required to work extended hours including evenings and weekends from time-to-time.

• Prolonged sitting and regular standing, walking, reaching, twisting, turning, kneeling, bending squatting and stooping in the performance of daily activities.
• Grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard.
• Near and far vision in reading written reports and work-related documents.
• Acute hearing is required when providing phone and personal service.
• Lift, drag and push files, paper and documents weighing up to 20.