Human Resources Assistant

S WE San Diego; San Diego (CA); On-site; USD 51,000 - 57,000; Full time

Benefits offered by this job

Up to 13 employer-paid days off per yr

Free transit pass for you and family

On-site gym and membership

Wellness programs

Job summary

MTS in San Diego seeks a Human Resources Assistant to serve as the HR receptionist and support benefits, talent acquisition, and training teams. You will maintain the electronic document management system and issue ID cards for employees and contractors.

Responsibilities include data entry in HRIS and online benefits systems, assisting applicants, coordinating recruitment activities, scheduling screenings and orientation, and handling confidential personnel information with discretion.

Qualifications

• Knowledge of MTS policies and regulations and ability to apply them.
• Experience using ADP and HRIS software.
• Ability to write letters, memoranda and reports in clear, grammatical English.
• Ability to communicate clearly and diplomatically in person or small groups.
• Ability to manage priorities and meet deadlines without detailed instructions.
• Proficiency with Microsoft Word and Excel; ability to learn other software.

Responsibilities

• Serves as receptionist for the Human Resources, Payroll, Risk Departments.
• Answers questions regarding hiring procedures, open positions, payroll forms and MTS policies and procedures.
• Assists with data entry in the HRIS and online benefits systems.
• Assists applicants with online submissions, by phone, email, and in-person at kiosks in the HR lobby.
• Troubleshoots RM (ATS) applicant issues and updates notes in RM.
• Sends forms and emails to mass applicant batches through Virtual Edge.
• Assists with full-cycle recruitment for entry-level positions; posting, screening, interviewing, background checks and references.
• Schedules new-hire physical examinations, orientation, and audits new-hire entries in payroll/HRIS.
• Responds to employment verifications.
• Maintains the HR Jobs Email and responds to inquiries.
• Maintains scanned employee files in the document management system and handles confidential information.
• Determines eligibility and issues ID cards to employees, contractors, retirees and dependents.
• Assists in planning employee recognition functions.
• Verifies accuracy of personnel information in HRIS.
• Responds to inquiries from the public and directs to appropriate contact.
• Stocks supplies in the HR office.
• Assists with special projects and performs other duties.

Skills

ADP HRIS

HRIS

MS Word

MS Excel

Communication

Attention to detail

Diplomacy

Education

Bachelor's degree in business administration/public administration/related field

Tools

ADP

RM (ATS) Recruitment Management

Virtual Edge

Job description

Under the direction of the Director of Human Resources, the Human Resources Assistant serves as the Human Resources receptionist and is responsible for providing excellent customer service to all MTS employees, applicants and guests. The Human Resources Assistant contributes to achievement of the department’s mission by maintaining the Agency’s electronic document management system, issuing Agency identification cards to employees and contractors, and administers MTS’s electronic keycard system. Additionally, the Human Resources Assistant provides a broad array of administrative support for the department’s benefits, talent acquisition, and training teams. The Human Resources Assistant must show excellent judgment and maintain confidentiality while handling sensitive issues such as updating personnel records and performing reference checks.

EXAMPLES OF DUTIES:

Essential Functions

• Serves as receptionist for the Human Resources, Payroll, Risk Departments.
• Answers a variety of questions regarding hiring procedures, open positions, payroll forms and MTS policies and procedures.
• Assists with data entry in the Agency’s HRIS and online benefits systems.
• Assists applicants with online application submittals both on the telephone and via email, as well as in-person using the computer kiosks located in the Human Resources lobby.
• Troubleshoots MTS Career Center and ADP Recruitment Management (RM) (ATS) applicant issues.
• Creates notes regarding individual applicant correspondence and recruitment status in RM.
• Sends forms and emails to mass applicant batches through Virtual Edge.
• Assists with full-cycle recruitment for entry-level positions; including, but not limited to, posting positions on various websites, reviewing applications, conducting phone screens, conducting in-person interviews, scheduling background checks and checking references.
• Schedules new-hire physical examinations, coordinates new-hire orientation and audits new-hire entries in the payroll/HRIS system.
• Responds to employment verifications.
• Maintains the Human Resources Jobs Email and responds promptly and accurately to all inquiries.
• Maintains scanned employee files in the Agency’s document management system. This includes, but is not limited to, inputting, filing and appropriately distributing confidential information regarding employee personnel actions and medical information, as well as reviewing and filing medical documents for DMV recertification and pre-employment physicals.
• Determines eligibility and issues ID Cards to employees, contractors, retirees and dependents.

Duties May Include, But Are Not Limited To, The Following:

• Assists in planning employee recognition functions.
• Verifies accuracy of personnel information in HRIS.
• Responds accurately to inquiries from the public or directs members of the public to the appropriate MTS contact.
• Stocks supplies in the Human Resources office.
• Assists with special projects as needed.
• Performs other duties as assigned.

QUALIFICATIONS:

Knowledge, Skills, and Abilities

Knowledge of or ability to learn MTS policies and regulations, ability to read, understand and apply MTS policies, regulations and union labor contracts; ability to use ADP and HRIS software to accomplish given tasks; ability to write letters, memoranda and reports using clear, concise and grammatically correct English; ability to speak clearly, distinctly and effectively in person-to-person or small group situations using tact and diplomacy; ability to coordinate and initiate actions necessary to implement decisions and delegate responsibilities to appropriate personnel; ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions; skill in verifying the accuracy and completeness of forms and reports; knowledge of Microsoft Word and Excel and the ability to learn and use other software that MTS might have or acquire.

Physical Requirements

The successful candidate must be able to fulfill the physical demands of the job such as walking, stooping, sitting, bending, reaching for overhead files and occasional lifting (must be able to lift up to 15 pounds). Must be able to operate a motor vehicle and perform tasks involving manual dexterity, such as use of a computer and 10-key. Work will at times require more than 8 hours per day or an irregular work week to perform the essential duties of the position. Duties will be performed primarily in an office type environment and may require travel to external locations and agencies.

Experience/Education/Certificates/Licenses

Possess a bachelor’s degree in business administration, public administration, or a related field. Requisite knowledge, experience, skills, and abilities may be substituted for the degree requirement. Experience with an ADP HRIS system (Enterprise or Vantage) is desirable. Must possess and maintain a valid California Driver License or be able to utilize alternative transportation when needed to perform job-related essential functions.

GENERAL:

Must satisfactorily pass all applicable post-offer examinations, including but not limited to a pre-employment physical conducted by an independent medical provider, a comprehensive criminal background check, and, when applicable, a pre-employment drug test as required by MTS Board Policy 35.

COMPENSATION:

Anticipated Hiring Range: $51,000 - $57,000

Salary Grade: 3 ($51,172 - $72,664)

The Anticipated Hiring Range reflects the expected starting salary for this position. Actual starting pay will be determined based on factors such as the successful candidate's qualifications, directly related experience, knowledge, skills, and abilities, as well as internal equity, market conditions, and budget considerations. Candidates whose salary expectations fall outside of the anticipated hiring range are still encouraged to apply.

The Salary Grade reflects the maximum earning potential for employees in this position over time. Salary growth within the grade is based on factors such as experience, performance, market adjustments, and other relevant factors. Salary grades are typically reviewed and adjusted annually to remain market competitive.

MTS offers competitive benefits including, but not limited to, medical, dental, and vision coverage for employees and eligible dependents, paid time off, retirement plans, and wellness programs.

BENEFITS:

Additionalperksand benefits include:

• Up to 13 employer-paid days off per year, including 3 floating days
• Free transit pass for you and your family
• On-site gym and gym membership reimbursement
• Walk, run, and bike event reimbursement
• Employer-paid bereavementleaveand jury duty
• Public Service Loan Forgiveness eligibility
• Company-paid training and professional development opportunities
• And much more!

DISCLAIMER: The above-described job elements are intended to indicate the general nature and levels of work being performed by employees assigned to the job. They are not intended to be an exhaustive list of duties, responsibilities and skills required of employees so classified. Management retains the discretion to add to or change the duties of the position at any time.

EEO is The Law - Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled

MTS is an Equal Employment Opportunity Employer with an ongoing commitment to treat all people, including customers,co-workersand the public at large, with dignity and respect. As a public transportation agency, MTS is committed to providing an inclusive workplace that reflects the diverse communities in which we work and live.

MTS supports and promotes an environment that is free of discrimination and harassment. MTS recruits, hires, trains and promotes individuals without regard to race, such as hair texture and hairstyles), color, religion, ancestry, national origin, age (40 years or older), sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, gender, gender identity, gender expression, marital status, medical condition (cured or rehabilitated cancer), physical disability, mental disability, reproductive health decision-making, genetic information (including family medical history), military or veteran status, or any other protected class.

MTS encourages veterans, militaryspousesand people fromdifferent backgroundsto apply for open positions for which they are interested. Additionally, MTS employees are encouraged to refer qualified candidates from all backgrounds and age groups. At MTS, we are committed to a fair andequitableworkplace where everyone is a respected and valued member of the team.