Human Resources Assistant

City of La Habra; La Habra (CA); On-site; USD 42,000 - 58,000; Full time

Job summary

The City of La Habra is seeking an HR Assistant to provide administrative support across recruitment, benefits, and personnel records under the department manager. You will assist with screening, new hire orientations, and maintaining confidential files while handling inquiries from employees and the public.

Ideal candidates have 3 years of administrative experience in HR or municipal settings, strong data entry, and bilingual English/Spanish skills.

Qualifications

• High school diploma required; college coursework in HR desirable.
• Three years of administrative support or general office experience preferred in HR or municipal government.
• Bilingual English/Spanish preferred.

Responsibilities

• Assist in recruiting, testing, and selecting employees, including scheduling interviews.
• Assist with screening documentation and new hire orientations.
• Maintain confidential personnel files and records.
• Respond to inquiries about HR policies and procedures.
• Process HR forms for compliance with procedures.
• Coordinate benefits activities and open enrollment; troubleshoot with carriers.

Skills

MS Outlook

MS Word

MS Excel

Verbal Communication

Data Entry Accuracy

Customer Service

Education

High School Diploma

Public Administration coursework

HR-related college coursework

Tools

HRIS

Payroll software

Microsoft Office

Job description

ABOUT THE CITY:

The City of La Habra is located in Orange County's northwesternmost corner. Today, La Habra spans 7.3 square miles and has a population of 62,850. As a quiet bedroom community, it is conveniently situated within an hour's drive of many beaches, mountains, and desert recreation areas. The City is known for the Tamale Festival, Corn Festival, Citrus Fair, and the gem of La Habra, the Children’s Museum and Depot Theatre. For more information about the City, visit our website at: www.lahabraca.gov.

ABOUT THE POSITION:

Under the direction of the department manager, the Human Resources Assistant provides administrative support services within the Department; performs technical clerical duties in recruitment, compensation, benefits, examination, employment processing, risk management, or other related human resources processes.

ESSENTIAL FUNCTIONS:

(Duties may include, but are not limited to the following):

• Assists in the recruiting, testing, and selection of employees, including preparing recruitment job flyers, coordinating recruitment processes, scheduling application screenings, written performance tests, and interviews.
• Assists with obtaining proper documentation and clearance related to screening for employment, such as fingerprinting, pre-employment medical appointments, employment and education verification; and conducts or assists with new hire employee orientations.
• Assembles and maintains confidential City personnel files and a variety of other complex records; retains and purges documents in accordance with record retention policies and regulations.
• Responds to inquiries from employees, job applicants, public agencies, and the general public regarding human resources/risk management policies and procedures, requiring the use of judgment and the interpretation of policies, rules, procedures, and ordinances.
• Reviews and processes human resources forms, including personnel action forms and other related documents, for compliance with applicable procedures and policies.

• Maintains the integrity and confidentiality of human resource files and records. Organizes and updates confidential employee files, including general personnel records, Workers’ Compensation, and general liability documentation.

• Performs periodic audits of HR files and records to ensure that all required documents are collected and filed appropriately.
• Provides clerical support to the HR department. Prepares, types, and distributes a variety of human resources forms, correspondence, and other materials related to assigned human resources functions.
• Handles and processes sensitive and confidential Human Resources documents with a high degree of discretion.
• Performs accurate data entry of employee information and human resources metrics.
• Assists with coordinating benefits activities, including open enrollment; provides assistance to employees with completing benefit forms and change forms; troubleshoots and coordinates with benefits carriers to ensure employee eligibility and enrollment.
• Provides backup and relief to the Receptionist, answers and routes calls, provides excellent customer service.
• Compiles and prepares statistical summaries, reports, charts, and graphs, which require selecting the data and using judgment to determine presentation; and assists with salary and benefits surveys.
• Sorts and distributes incoming and outgoing correspondence and mail; prepares and processes mailings.

• Orders office supplies and equipment; and prepares payment requisitions and vendor invoices, resolves billing issues; maintains documentation and records of purchases.

• Performs related duties as assigned.

QUALIFYING KNOWLEDGE, SKILLS AND ABILITIES:

KNOWLEDGE OF:

• Human Resources practices, procedures, laws, and regulations pertaining to local government operations.
• Ability to work independently and review and proofread one's own work to ensure error-free documentation.
• Demonstrated ability to handle sensitive, personal, and confidential information with discretion and professional integrity.
• Strong verbal and written communication skills with the ability to provide excellent customer service to employees and the public.
• Proven accuracy in data entry, filing systems, and document organization.
• Basic understanding of, or ability to quickly learn, standard Human Resources practices, records retention laws, and public sector confidentiality protocols (e.g., HIPAA, Personally Identifiable Information protections).
• Modern office methods, procedures, practices, and equipment, including computer, HRIS, and Microsoft Word, Excel, Power Point, and Outlook software.
• Methods and techniques of effective customer service.
• Correspondence practices.
• Grammar, punctuation, and spelling.
• Record-keeping, input, and data retrieval procedures for databases and computerized document and content management systems and manual filing systems.

SKILL AND ABILITY TO:

• Operate computer equipment and use MS Outlook, Word, and Excel; and other specialized software programs.
• Prepare complete and accurate reports.
• Communicate effectively orally and in writing.
• Maintain confidential information and ensure its continued security.
• Complete assignments on a timely basis and meet deadlines.
• Establish and maintain professional relationships with others and provide excellent customer service to members of the community and all those contacted while performing job functions.

EDUCATION/TRAINING/EXPERIENCE:

• EDUCATION: High School Diploma or equivalent (GED). College level coursework in Human Resources, Business Administration, Public Administration, or a closely related field is highly desirable.
• EXPERIENCE: Three (3) years of administrative support or general office experience, preferably within a Human Resources department or a municipal government setting. Bilingual (English/Spanish) preferred.
• Equivalent combination: Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

PHYSICAL AND MENTAL DEMANDS:

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel, or operate objects, tools, or controls and reach with hands and arms above and below shoulder level. The employee uses finger dexterity to operate computer hardware for extended periods of time. The employee is required to constantly sit and occasionally walk and stand to access counters, work areas, and files; stoop, kneel, or crouch to access or place records or files; lift and carry records and documents, typically weighing less than 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

MENTAL DEMANDS:

While performing the duties of this class, the incumbent is regularly required to use written and oral communication skills; read and interpret data, information, and documents; analyze and solve problems; use math and mathematical reasoning; perform highly detailed work under changing, intensive deadlines, on multiple concurrent tasks; work with constant interruptions; and interact with staff, management, developers, contractors, consultants, and the general public.

WORK ENVIRONMENT:

Standard office environment with continual exposure to computer screens. Essential and secondary functions require maintaining physical condition for light lifting, carrying; sitting for prolonged periods of time.

This bulletin is not a contract, neither expressed nor implied. Any provision herein may be modified or revoked.