Human Resources Assistant

City of Albany, OR; Albany (OR); On-site; USD 62,000 - 83,000; Full time

Benefits offered by this job

Medical, vision, and dental

VEBA Trust

Paid time off

OPSRP pension

IAP contribution

Tuition reimbursement

EAP & insurance

Life and disability insurance

Flexible spending accounts

Job summary

The City of Albany's Human Resources Department is seeking a Human Resources Assistant to support HR programs with paraprofessional administrative and customer service work. This role serves as a key point of contact, helping people move smoothly through recruitment, onboarding, benefits, leave, training coordination, and recordkeeping, all while maintaining confidentiality and compliance.

Responsibilities include acting as the primary contact for employees and applicants, coordinating

Qualifications

• Associate degree from an accredited college or university in Human Resources Management, Business Administration, Public Administration, Office Administration, Organizational Development, or a closely related field.
• Two (2) years of progressively responsible administrative, customer service, office support, or HR support experience.
• Possession of or ability to obtain a valid Oregon driver’s license and maintain a driving record that meets City standards at the time of appointment.
• Ability to maintain confidentiality and appropriately handle sensitive personnel, medical, and organizational information.
• Demonstrated commitment to excellent customer service and fostering respectful workplace interactions.

Responsibilities

• Act as the primary point of contact for employees, applicants, retirees, supervisors, and the public regarding HR programs, services, policies, procedures, and employment opportunities.
• Handle inquiries in person, by telephone, email, and other communication methods, providing accurate, timely, professional customer service.
• Provide information on recruitment processes, onboarding activities, employee benefits, leave programs, training opportunities, employment verification requests, and other HR services.
• Direct complex, sensitive, or policy-related questions to appropriate HR staff while supporting a positive employee and candidate experience.
• Assist employees in accessing HR forms, resources, and information related to programs and services.
• Coordinate recruitment activities, including posting vacancies, scheduling interviews, communicating with applicants, preparing recruitment materials, and maintaining recruitment records.
• Prepare interview packets, candidate communications, and other recruitment-related materials.
• Support pre-employment processing such as background checks, driving record reviews, physical examinations, drug testing, and other employment requirements.
• Help with employment document preparation and onboarding materials, including coordinating new employee onboarding and supporting orientation programs.
• Maintain recruitment and onboarding records and ensure compliance with applicable records retention requirements.
• Assist with recruitment outreach efforts, hiring events, and employment marketing activities as assigned.

Skills

Customer service

Communication

Attention to detail

Office administration

Education

Associate degree

Tools

Microsoft Office

Job description

The City of Albany’s Human Resources Department is seeking a Human Resources Assistant to support human resources programs with paraprofessional administrative and customer service work. This role serves as a key point of contact, helping people move smoothly through recruitment, onboarding, benefits, leave, training coordination, and recordkeeping, all while maintaining confidentiality and compliance.

What You’ll Be Doing

• Act as a primary point of contact for employees, applicants, retirees, supervisors, and the public regarding human resources programs, services, policies, procedures, and employment opportunities.
• Handle inquiries in person, by telephone, email, and other communication methods, providing accurate, timely, professional customer service.
• Provide information on recruitment processes, onboarding activities, employee benefits, leave programs, training opportunities, employment verification requests, and other HR services.
• Direct complex, sensitive, or policy-related questions to appropriate Human Resources staff while supporting a positive employee and candidate experience.
• Assist employees in accessing HR forms, resources, and information related to programs and services.
• Coordinate recruitment activities, including posting vacancies, scheduling interviews, communicating with applicants, preparing recruitment materials, and maintaining recruitment records.
• Prepare interview packets, candidate communications, and other recruitment-related materials.
• Support pre-employment processing such as background checks, driving record reviews, physical examinations, drug testing, and other employment requirements.
• Help with employment document preparation and onboarding materials, including coordinating new employee onboarding and supporting orientation programs.
• Maintain recruitment and onboarding records and ensure compliance with applicable records retention requirements.
• Assist with recruitment outreach efforts, hiring events, and employment marketing activities as assigned.

Benefits, Leave, Training, and Records Support

• Support administration of employee benefit programs by coordinating enrollments, benefit changes, and employee communications.
• Respond to employee questions about benefits, leave programs, and related administrative processes.
• Process and maintain records tied to leave programs, benefit enrollments, and employee program participation.
• Prepare and distribute required notices, forms, and communications related to benefits and leave programs, including maintaining state and federal required employer postings.
• Coordinate with employees, payroll, benefit providers, and third-party administrators to help facilitate accurate processing and documentation.
• Maintain benefit and leave files and records in accordance with established procedures, while safeguarding confidential personnel and medical information.
• Coordinate employee training programs, workshops, orientations, and professional development activities, including maintaining training records and assisting with tracking participation and completion.
• Organize, maintain, retrieve, and archive electronic and physical records, including personnel, medical, benefits, training, and other confidential HR files.
• Support administrative activities related to workers’ compensation, employee safety, and risk management programs, including maintaining related program files and documentation.
• Gather, compile, and organize information needed for audits, reports, surveys, and compliance activities, and assist with federal, state, and local agency documentation.
• Provide administrative support to HR staff and assist with department operations as needed.

Required Qualifications

• Associate degree from an accredited college or university in Human Resources Management, Business Administration, Public Administration, Office Administration, Organizational Development, or a closely related field.
• Two (2) years of progressively responsible administrative, customer service, office support, or HR support experience.
• Or an equivalent combination of education, training, certifications, and experience demonstrating the knowledge, skills, and abilities to perform the essential functions.
• Possession of or ability to obtain a valid Oregon driver’s license and maintain a driving record that meets City standards at the time of appointment.
• Ability to maintain confidentiality and appropriately handle sensitive personnel, medical, and organizational information.
• Demonstrated commitment to excellent customer service and fostering respectful workplace interactions.
• Maintain personnel, medical, and other confidential records in accordance with applicable requirements.
• Follow records retention, records management, and information security requirements.
• Effectively utilize Microsoft Office applications and other business software systems.
• Communicate effectively orally and in writing with individuals from diverse backgrounds and organizational levels.
• Maintain attention to detail while working in a fast-paced environment with frequent interruptions.
• Enter, maintain, and retrieve information from databases and electronic record systems.
• Work independently while following established procedures and guidelines, using sound judgment and escalating issues requiring higher-level review or interpretation.

Preferred Qualifications

• Experience in an HR, payroll, benefits, recruitment, or administrative support environment.
• Experience working in a public-sector or unionized environment.
• Experience coordinating recruitment, onboarding, employee benefits, leave administration, training, or records management activities.
• Experience utilizing HR, payroll, applicant tracking, or records management software.
• Bilingual or multilingual communication skills supporting a diverse workforce and community.
• Professional certifications such as PSHRA-CP, SHRM Certified Professional (SHRM-CP), or other relevant HR credentials.

Salary and Benefits

Salary range: USD 61,700 - 83,295 per year. This position also includes a comprehensive benefits package, including:

• Excellent medical, vision, and dental benefits for the employee and qualified family members with low monthly out-of-pocket cost
• City-paid contribution to a VEBA Trust account for out-of-pocket healthcare expenses
• Paid time off: 8 hours of vacation leave per month with progressive increases, 8 hours of sick leave per month, and 10 paid holidays per year; no waiting period to use vacation and/or sick leave accruals
• Retirement benefits including City-paid participation in the Oregon Public Employee Retirement System (OPSRP), plus a City-paid 6% IAP contribution
• City-paid 2.5% contribution into a pre-tax deferred compensation plan
• Job-related college tuition and book reimbursement
• Employee assistance program, basic life insurance, short-term disability, and long-term disability
• Flexible spending accounts for healthcare and childcare expenses

Supervision: Works under the general supervision of the Human Resources Director, Human Resources Manager, or designee, who establishes priorities, provides guidance, and evaluates performance.

Position coordination: This is a non-supervisory position. Lead work or coordination of the work of others is not a typical function assigned to this role.