Human Resources Assistant

City of Rock Island; Rock Island (IL); On-site; USD 45,000 - 65,000; Full time

Job summary

City of Rock Island is seeking a recruitment and onboarding professional responsible for managing applicant tracking systems, HRIS, and related administrative processes. The role involves responding to inquiries, coordinating job fairs, handling examinations, and maintaining personnel records in a fast-paced city environment.

Ideal candidates will have a two-year college background, strong office skills, and the ability to communicate effectively with the public and city staff.

Qualifications

• Two-year college or business school coursework in related fields.
• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of business English, spelling, and arithmetic.
• Knowledge of applicant tracking systems and HRIS; ability to learn specialized software.
• Knowledge of online marketing trends such as social media environments.

Responsibilities

• Acts as a receptionist and handles inquiries and complaints.
• Answers routine questions from candidates, public, and city employees about job opportunities and procedures.
• Coordinates job fairs and creates promotional materials for events.
• Maintains and uses the applicant tracking database and city-wide HRIS for personnel transactions.
• Administers examinations, computes scores, and handles background checks for applicants.
• Manages and files recruitment history and maintains digital and physical HR records.
• Oversees LinkedIn and Indeed pages and assists with content updates.

Skills

Office administration

Public communications

Oral & written communication

HR information systems

Applicant tracking systems

Education

Two-year college or business school

Tools

ATS

HRIS

Job description

This is technical and administrative work requiring the specialized knowledge of the recruitment and onboarding process, as well as recruitment platforms and specialized computer software applications.

Work involves knowledge of administrative and systems procedures, such as managing files and records, and office procedures. Work also involves knowledge of the principles and procedures for personnel recruitment and implementation of public and internal information services that will increase public awareness of city postings. Work requires the exercise of independent judgment, initiative, and discretion based on knowledge of department policies and procedures. Incumbent performs general duties with minimum supervision. Direction is usually required for special assignments. Work is reviewed by a superior for adherence to policies and procedures for results obtained.

Acts as a receptionist; answers telephones; handles inquiries or complaints; supplies general information; refers more complex inquiries and complaints to appropriate personnel; screens visitors and callers; schedules appointments and meetings; and assists in a variety of operational activities as required.

Orders supplies and maintains inventories; performs accounts payable functions for assigned department.

Answers routine questions from candidates, general public, and city employees related to job opportunities, employment procedures and rules; responds to general inquiries regarding application status, testing dates and sites; refers more complex questions to the department director.

Participates in job fairs; created promotional and branding materials for career fairs and events, including brochures, flyers, display board, and various types of city merchandise.

Utilizes an applicant tracking database system and a city-wide personnel and payroll system on a daily basis to perform various personnel transactions; retrieves information from the database and prepares a wide variety of informational and statistical reports.

Administers and monitors examinations for applicant testing, computes examination scores, and refers this information to the hiring manager; conducts background testing and tracks drug/alcohol testing results and refers information to the department director.

Creates a history file for every job recruitment; collects and files all required examination materials into the history file after the closing the position.

Helps maintain and manage all digital and physical personnel records, including employee payroll, benefits deductions, and PTO accrual information within the HRIS system.

Oversees and coordinates the city’s LinkedIn and Indeed pages; responds to inquiries by the public and city employees with regards to the content posted to the platforms; assists with updating and maintaining content on web pages and public access channel pages; assists in writing, editing, and communication support for city departments as needed.

Coordinates and manages Service Awards Program each year for city employees.

May be assigned to work during emergencies at other than normal working hours.

Provides effective and efficient customer services and promotes and maintains responsive community relations.

Performs related duties as assigned.Graduation from a two-year college or business school with major course work in related fields; experience in administrative work; or any equivalent combination training and experience which provides the following knowledge, abilities, and skills:

Knowledge of modern office practices, procedures, and equipment.

Knowledge of business English, spelling, and arithmetic.

Knowledge of methods and techniques of journalism as it applies to publicity materials.

Knowledge of applicant tracking systems, HRIS, and the ability to learn specialized computer software applications.

Knowledge of online marketing trends (such as podcasting, blogging, or social media environments).

Knowledge of both Microsoft Office and Google Workspace.

Ability to advise department directors and City Manager on publicity activities.

Ability to operate efficiently and effectively to meet deadlines or comply with assignment demands.

Ability to deal effectively and courteously with public inquiries and complaints.

Ability to establish and maintain effective working relationships with other employees, departments, and the general public.

Ability to make oral presentations; communicate information effectively both orally and in writing.

Skill in the operation and care of office machines and equipment, including personal computer.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed mostly in office setting, hand eye coordination is necessary to operate computers and various pieces of office equipment.

While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk and lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision and the ability to adjust focus.

Additional Information

Selected candidates must meet a residency requirement, which includes living in the state of Illinois or Iowa and must report within 60 minutes after being called into work for an overtime assignment.