Human Resources Specialist Vernon CA 1 of 2
JOB DESCRIPTION
Human Resources Specialist
Date Prepared: May 2023 Class Code: 1505
SUMMARY: Under general supervision, performs a variety of specialized and complex human resources administrative support services requiring a high degree of accuracy, discretion, and professional judgment in support of the broad range of human resources functions. prepares correspondence; maintains departmental records and filing systems; completes payroll; conducts special projects.
DISTINGUISHING CHARACTERISTICS: -- The Human Resources Specialist is an experienced paraprofessional support level classification requiring specific training and experience in the field of human resources; incumbents work under general supervision, and perform a variety of technical, specialized and complex duties.
ESSENTIAL FUNCTIONS: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed below; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following:
• Assists employees with inquiries pertaining to City personnel policies and procedures, recruitment processes, benefit programs, and classification and salary plans. • Assists in organizing and implementing new or modified benefit programs, including medical, dental, vision, life, voluntary insurance plans and retirement plans. • Receives and screens visitors, telephone calls, emails, and requests for information, providing a high level of customer service to both external and internal customers. • Conducts new employee orientations, employee benefits enrollment; prepares and distributes benefits communication materials as assigned.
• Coordinates all post-offer, pre-placement employment processes with candidates and City departments.
• Processes and tracks Personnel Action Forms (PAFs) involving appointments, promotions, reclassifications, leaves, separations, salary adjustments, and retirements; reviews for accuracy, verifies appropriate supporting documentation is provided; reviews conformance to current policies, and obtains required signatures/approvals; and updates employee status changes in the associated systems.
• Administers and coordinates I-9 program, Department of Justice applicant clearance log, preplacement medical and drug screening programs, and Department of Motor Vehicles Employer Pull Notice Program,
• Drafts and composes letters, emails, and other communications either independently or in accordance with oral and written directions.
• Assists in preparation of City Council agenda staff reports. • Tracks department contracts for services and assists in the procurement process including preparation of Requests for Proposals, quotations, and/or bids. • Schedules appointments, meeting rooms and meetings and sends confirmations to participants, as directed.
Human Resources Specialist Vernon CA 2 of 2
• Performs accounts payable duties including processing invoices, entering requisitions, and reconciling purchase orders; identifies errors or discrepancies and resolves before processing. • Serves as System Administrator for automated employee performance evaluation system; provides training for employees and supervisors on use of system; works with system vendor to resolve system operation issues.
• Establishes and maintains employee personnel, medical, benefits, and other related administrative and confidential files; maintain records according to the City’s record retention standards. • Participates in data collection for studies, reports, and surveys, reviews data and prepares reports. • May assist in the recruitment, testing, and selection of employees; preparing advertisements and recruitment job flyers; maintaining job application files; processing job applications, sending recruitment notifications, proctoring examinations, coordinating panel interviews, preparing eligibility lists.
• Utilizes the applicant tracking and onboarding systems; answers questions regarding recruitments, application procedures, and employment policies and procedures. • Participates in special projects, including job fairs, employee engagement events, training programs, open enrollment, and related events.
• Provides technical and functional training to other department staff. • Supports the relationship between the City of Vernon and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of workrelated issues and City information; performs other duties as required or assigned.
MINIMUM QUALIFICATIONS:
Education, Training and Experience Guidelines:
Possession of a High School Diploma or GED, AND four (4) years highly skilled administrative support experience in the human resources field, complemented with related training or coursework.
Knowledge of:
• City organization, operations, policies and procedures. • City Code, City Ordinances, and Standard Operating Manual. • Principles and practices of office administration.
• Human resources processes and procedures.
• Records management principles.
• Telephone etiquette and customer service protocol.
• Customer service standards and protocols.
• Business computers and standard MS Office software applications.
Skill in:
• Providing highly skilled secretarial support to senior-level personnel. • Preparing correspondence, agendas, and various types of documents. • Organizing and maintaining departmental records and filing systems. • Answering incoming calls and responding to public inquiries. • Coordinating special projects in support of departmental operations. • Operating a personal computer utilizing a variety of business software. • Explaining City policies and procedures.
• Communicating effectively verbally and in writing.
• Dealing tactfully and courteously with the public.
• Establishing and maintaining cooperative working relationships with co-workers.
LICENSE AND CERTIFICATION REQUIREMENTS:
A valid California State Driver’s License is required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT:
Work is performed in a standard office environment.