PORT HUMAN RESOURCES ASSISTANT

Port of Oakland; Oakland (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

The Port of Oakland is seeking a Port Human Resources Assistant to provide a broad range of routine to moderately complex confidential administrative and clerical support to the Human Resources Department. Responsibilities include recruitment and selection, classification and compensation, personnel records, and employee relations.

Candidates will handle data entry, filing, test proctoring, and coordination of examinations, and may assist in pre-employment processes and employee communications

Qualifications

• Associate’s degree or equivalent coupled with three years of progressively responsible clerical experience.
• Experience in recruitment and selection, and processing confidential personnel forms.

Responsibilities

• Answer internal and external inquiries and provide exceptional customer service.
• Enter applications into the applicant tracking system, log and review for completeness.
• Prepare reports, charts, and correspondence using word processing software.
• Schedule meetings and coordinate testing and candidate communications.

Skills

Customer service

Data entry

Clerical skills

Communication skills

Microsoft Office

Education

Associate’s degree or equivalent

Tools

Applicant tracking software

Word processing software

Spreadsheet software

Job description

The Port of Oakland is currently recruiting for the position of Port Human Resources Assistant. Under general supervision, the Port Human Resources Assistant provides a variety of routine to difficult, confidential administrative and clerical duties in support of the Human Resources Department; provides support in a variety of personnel functions including recruitment and selection, classification and compensation, personnel records and employee

relations, and performs other duties as required.

Any one position may not include all the duties listed, nor do the examples cover all the duties which may be performed. Incumbent may perform other related duties at the equivalent level.

• Acts as receptionist; receives internal and external customers; assists applicants, the public and Port employees by providing exceptional customer service; answers general questions regarding Port personnel rules, regulations and policies.
• Verifies accuracy of own and other staffs' work by comparing entries with source documents, and recalculating mathematics on calculator and/or microcomputer.
• Sets up and maintains appropriate files for each examination, classification/desk audits, and other confidential human resource-related files according with established policies and procedures.
• Responds to questions over the phone and from visitors relating to current staffing activities and employment opportunities.
• Receives and reviews applications for completeness; logs, date-stamps, and maintains applications for current examination.
• Enters applications into applicant tracking software program; after the final filing date, turns over applications to the Human Resource Analyst/Technician for screening.
• Uses word processing software to prepare reports, charts, and correspondence generated by the Human Resource Supervisors, Human Resource Analysts/Technicians.
• Schedules meetings; prepares correspondence to candidates and telephones candidates, panel members and other participants.
• Acts as test proctor for written tests by preparing test materials and supplies, reserving testing place, reading test instructions to candidates, collecting test materials, handing out booklets and supplies, sorting booklets, answer sheets and other materials.
• Makes copies of applications and other documents by operating a copy machine.
• May prepare eligible list package for approval according to established procedures and practices.
• Uses microcomputer and appropriate software to prepare charts and tables, and other documents written by Human Resource Analyst/Technician.
• Processes New Employee Entries, Employee Status Changes, and related Board items by checking to ensure data entered by Payroll Division is accurate and distributes related documents to the appropriate department.
• Prepares new files for new employees and maintains employee records all in accordance with established policies and procedures.
• May assist in setting up pre-employment physicals with Port-approved Physician for new employees and conducts new employee orientations by informing new employees of Port's benefit packages and ensuring that all employment documents are properly completed and signed.
• Maintains all files and binders (e.g., Personnel Files, Termination Files, Actions Completed Files, Examination files, Classification/Desk Audit Files, Correspondence Files, Skelly hearings, etc.) in accordance with established policies and procedures.
• Assists in the preparation of various memos, letters, reports and documents (including grievance responses, proposed disciplinary actions, arbitration briefs, contract proposals, training materials, etc.) so deadlines are met.
• Manages grievance data base and assists employee relations staff in preparation for arbitrations; assists in the preparation of negotiations with the various bargaining units including letters of understanding and side letters.
• Develops and implements internal office procedures; recommends changes in procedures or rules to facilitate effectiveness.
• Perform related duties as required.

EDUCATION AND EXPERIENCE

This position requires a combination of education and experience reflecting possession of the required knowledge, skills, and abilities. A typical combination would include possession of an associate’s degree or its equivalent, AND three years of progressively responsible clerical experience, including at least one year of clerical experience in a centralized personnel office performing recruitment and selection work that requires data compilation/entry, preparing and processing confidential personnel forms, reports, correspondence and information and maintaining confidential materials.

KNOWLEDGE, SKILLS AND ABILITIES

To perform the typical tasks and duties of the position successfully, the knowledge, skills and/or abilities listed below are required.

Knowledge of:

• Modern office procedures, practices and equipment.
• Civil Service and Port of Oakland policies, rules and regulations and Memoranda of Understanding.
• General human resources department practices including confidentiality and privacy concerns.
• General recruitment and testing practices.
• Computer applications and hardware and software related to the work.
• Correct English, grammar, spelling and punctuation.
• Alphabetical, numerical and chronological filing and recordkeeping systems.

Ability to:

• Perform arithmetic computations (e.g., addition, subtraction, multiplication, division, percentages, fractions, etc.).
• Organize and maintain a complex system of files and reference materials.
• Handle confidential material and maintain confidentially.
• Demonstrate proficiency in spelling and use correct grammar.
• Demonstrate keyboard proficiency sufficient to produce documents in a timely manner that meets established typing standards.
• Communicate verbally and in writing with a variety of people to provide information, answer questions and explain decisions.
• Apply policy and procedures to specific situations to process information, decide a course of action or explain processes to others.
• Use tact and diplomacy with individuals from diverse backgrounds.
• Perform data compilation and entry work requiring close attention to details and accuracy.
• Learn and operate microcomputer, typewriter, and/or word processing equipment.
• Proofread documents, identify and correct errors in mathematics, spelling grammar, and clarity.
• Work under deadlines and coordinate several concurrent assignments.
• Establish and maintain effective working relationships with those contacted in the performance of duties and to work as a team.

THE SELECTION PROCESS

Stage I: Application and Supplemental Questionnaire Evaluation (Pass/Fail)

The first stage in the selection process will consist of an application and supplemental questionnaire appraisal review (pass/fail). Applications submitted without a completed supplemental questionnaire will not be given further consideration. Meeting the minimum qualifications does not guarantee advancement to the next stage.

Only the most suitably qualified candidates will be invited to Stage II.

Stage II: Assessment Examination (Weighted 100%)

The second stage of the selection process may consist of a combination of job-related situational project exercises and an oral panel interview designed to assess technical knowledge and any additional other KSAs. Job-related situational project exercises may consist of written exercises, performance exercises or other situational exercises that would assess the KSAs. The Assessment Examination is designed to test the applicant's overall aptitude for the position.

Candidates must achieve a scale score of 70 or more on this examination to be placed on the eligible list for employment consideration. The Port of Oakland reserves the right to modify the selection process as necessary to conform to administrative or business necessity.

ADVISORIES

Immigration and Reform Control Act: In compliance with the Immigration and Reform Act of 1986, the Port of Oakland will only hire individuals who are legally authorized to work in the United States. Social Security card must be presented, and the name on it must match the name on the application.

Americans with Disabilities (ADA): In compliance with State and Federal Laws, the Port will employ and promote qualified individuals without regard to disability. The Port is committed to making reasonable accommodations in the selection process and in the work environment. Individuals requesting reasonable accommodations during the selection process must notify Justin Lagman at [e-mail] within seven (7) calendar days of the closing date of the job announcement. The Port requires applicants to provide supporting medical documentation to substantiate a request for reasonable accommodation.

The Port of Oakland is an Equal Opportunity Employer

Willingness and ability to work scheduled and emergency overtime, weekends and evenings; attend meetings, training and seminars during work and non-work hours.

Work outdoors in all weather conditions.

The Port of Oakland requires each incumbent to successfully complete a Transportation Security Administration (“TSA”) background check, which will include a fingerprint-based Criminal History Records Check (“CHRC”) and a Security Threat Assessment (“STA”), prior to being considered for this position. This status must be maintained for the duration of employment at the Port.