Human Resources Support Specialist (Management Specialist)

City of Palo Alto; Palo Alto (CA); Hybrid; USD 41,000 - 62,000; Part time

Job summary

The City of Palo Alto is seeking a Human Resources Support Specialist to assist with HR functions and provide administrative support in the HR Department. You will deliver excellent service to employees and the public, support day-to-day operations, and help with special projects.

The role requires data entry in HRIS, records management, and the ability to handle confidential information with discretion. Schedule is part-time, hybrid, with starting pay $30.00 to $45.00 per hour.

Qualifications

• Knowledge of general HR principles and procedures.
• Experience with data entry in HRIS preferred.
• Ability to maintain confidentiality of sensitive information.
• Customer-focused with strong communication skills.

Responsibilities

• Prepares, processes, and maintains HR records, files and logs.
• Responds to inquiries from employees and the public by phone, in person, and email.
• Enters information into databases, compiles data, and prepares reports.
• Supports employee training programs and events.
• Assists with process improvement and website updates.

Skills

MS Office proficiency

HRIS data entry

Confidentiality

Customer service

Communication

Multitasking

Education

Current college student with coursework in Public Administration or related field

Job description

Human Resources Support Specialist

Looking to launch your career in Human Resources? Gain valuable hands‑on HR experience with us!

We are seeking a Human Resources Support Specialist (Management Specialist) to support key HR functions and provide administrative support within the Human Resources Department. In this role, you will provide administrative support in a variety of HR disciplines, deliver excellent customer service to employees and the public, assist with special projects, perform data entry, support day‑to‑day operations, and complete a variety of administrative tasks.

Our Human Resources team is made up of dedicated, collaborative professionals who are passionate about creating a positive employee experience for the City’s greatest asset – its employees! Join our team and grow your skills in a supportive, collaborative environment that encourages learning, innovation, and professional development.

The ideal candidate

will be organized, detail‑oriented, proactive, and bring a strong learning mindset. They enjoy working in a collaborative environment, take initiative, adapt to changing priorities, and are eager to develop their knowledge and skills in Human Resources. They will have knowledge of general principles, procedures, and practices related to human resources, administration, or office operations.

Key technical skills and core competencies include:

Technical Skills

• Intermediate proficiency in Microsoft Office (Word, Outlook, Excel, Teams)
• Experience entering and maintaining data in an HRIS or similar database
• Accurate data entry and basic math skills
• Knowledge of electronic records and document management
• Ability to learn and use new software, databases, and technology systems as needed
• Ability to maintain confidentiality when handling sensitive HR information

Core Competencies

• Strong verbal and written communication skills
• Detail‑oriented with the ability to manage multiple tasks and priorities
• Strong customer service and interpersonal skills
• Ability to adapt to a fast‑paced environment while meeting deadlines
• Demonstrates a growth mindset by welcoming feedback, adapting to change, and continuously learning
• Takes initiative, acts with integrity, and accepts accountability for results

*Management Specialist is a Limited Hourly classification that does not receive any benefits and is limited to working 999 hours per fiscal year (July 1 - June 30).

Schedule: Part‑time, Hybrid (in‑person and remote days).

Starting salary: Depending on work experience, $30.00 to $45.00 per hour.

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Prepares, processes, distributes, and maintains a variety of personnel records, documents, files, logs, and/or other related human resources information.
• Responds to requests for information from employees and/or the public over the phone, in person, and via e‑mail.
• Enters a variety of information into databases, compiles data, provides analysis, and prepares related reports, correspondence, and collateral materials.
• Performs administrative tasks to support and coordinate employee training, training programs and events as needed.
• Performs administrative tasks to support process improvement, website updates, and maintenance as needed.
• Provides research assistance in a variety of areas.
• Assist with special projects as assigned.
• Performs other duties of a similar nature or level.

Sufficient education, training, and/or work experience to demonstrate possession of the knowledge, and skills, which would typically be acquired through:

• Knowledge of general principles or experience in Human Resources is a plus.
• Current college student with coursework in Public Administration or a related field is also a plus.

*One full‑time year of university coursework is equivalent to one year of experience.

The Selection Process:

• Applicants will receive recruitment status updates by email. They can also view updates through their GovernmentJobs.com account.
• We will review applications throughout the recruitment process, and highly qualified candidates may be invited to interview at any time.
• The selection process may include a virtual recorded interview, panel interview(s), and a final interview with the hiring manager or their designee.

Our online application system is provided by NeoGov. If you experience issues while submitting your application, please contact NeoGov Live Applicant Support at , available Monday through Friday, 6:00 AM to 5:00 PM Pacific Time.

The City of Palo Alto is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.