Under immediate supervision, to learn and apply Merit System Rules, County ordinances, laws and employee organization contractual agreements to perform a variety of routine and difficult Human Resources (HR) transactions. The current vacancy is in the Employee Services Agency, however, the eligible list established will be used for other vacancies throughout the county as they occur. NOTE: Candidates who meet the employment standards will be invited to take the written examination tentatively sc... more details
Description
Under immediate supervision, to learn and apply Merit System Rules, County ordinances, laws and employee organization contractual agreements to perform a variety of routine and difficult Human Resources (HR) transactions.
The current vacancy is in the Employee Services Agency, however, the eligible list established will be used for other vacancies throughout the county as they occur.
NOTE: Candidates who meet the employment standards will be invited to take the written examination tentatively scheduled for the week of August 5, 2024.
Typical Tasks
Note: The following are tasks performed by employees in the Human Resources Assistant I classification. Incumbents may be assigned to work in several HR functions, and may not necessarily perform all the duties listed, nor are all the duties performed by incumbents stated below.
In a training and learning capacity:
Explains requirements and effects of ordinance provisions, Merit System Rules, employee organization agreements and detailed HR procedures to supervisors, administrators, other employees, and representatives of outside agencies;
Checks full range of HR transaction forms for compliance with ordinances, Merit System Rules, employee organization contractual agreements, and conformance to established procedures;
Maintains confidential personnel files;
Prepares HR-related reports and forms on request for administrative staff and outside agencies, or other HR transactions;
Maintains controls on deadlines for status changes, performance evaluations, salary increases, leaves of absence, benefits enrollment, fingerprint and health clearances;
Advises personnel in other sections and departments regarding procedures and interpretation of rules and regulations relating to personnel transaction processing;
Works with professional/paraprofessional staff to complete HR transactions of new hires, promotions, provisional appointments, reinstatements, demotions, transfers, alternately- staffed promotions and other transactions to ensure compliance with Merit System Rules;
Utilizes HR support software applications to process HR transactions; modifies and retrieves information from employee or applicant database system; manipulates data to generate a wide variety of informational and statistical reports; checks for accuracy of HR records processed by computer;
Inducts new employees and explains county and departmental personnel policies, insurance, and employment benefits;
Coordinates leaves with employee, payroll, third party administrators, and management staff, ensuring accuracy of employee leave information and compliance with Federal and State leave laws and regulations;
Coordinates employees' benefits while on leave, including paid/unpaid leave, health benefits, dependent coverage, etc., and the return to work process;
Reviews and processes ADA requests in an interactive process, documenting the steps taken and ensuring the correct individuals are involved in a determination on all accommodation requests;
Tracks hours used/taken, working closely with Payroll to ensure that pay is accurate and correct;
Notifies department liaisons and hiring managers of the status of employees on leave;
Prepares leave electronic personnel action request forms for employees on leaves;
Prepares and sets up for new employee orientations;
Prepares, issues and sends required notices, per Federal and State leave laws and regulations, benefits billing statements, and other communications;
Inputs data from employment applications and maintains individual applicant records; computes examination scores; notifies candidates of test results;
Reviews applications for qualification standards; sets up and coordinates oral boards; may chair oral boards, interview and rate candidates for entry level clerical positions;
Retrieves information from the applicant tracking database and generates certifications of eligible candidates and sends appropriate documents to departments;
Assists employees and/or retirees with compensation, benefits and retirement questions by researching Merit System Rules, labor contracts, health care provider summaries and other reference materials;
Researches, inputs and adjusts payroll and other records using computer software applications;
May be assigned as Disaster Service Worker, as required;
Performs other related duties as required.
Employment Standards
Sufficient education, training and experience to demonstrate the possession and direct application of the following knowledge and abilities:
Training and Experience Note: The required knowledge and abilities are attained through the possession of a high school diploma or equivalent;
and
Two (2) years of work experience performing a wide variety of clerical duties.
OR
One (1) year of work experience comparable to an Office Specialist II in the County of Santa Clara.
Special Requirements
Ability to travel to alternate locations in the course of work. If driving, possession of a valid California driver's license prior to appointment and the ability to qualify for and maintain a County driver authorization.
Knowledge of:
Office practices and procedures, including filing systems, financial record keeping, reference sources and preparation of forms and reports;
Computer applications, such as word processing, spreadsheets and/or databases;
Customer service principles, including telephone etiquette and handling of emotional behavior;
English vocabulary, grammar, spelling, punctuation and style/format;
Basic mathematics to perform necessary calculations and statistical reports.
Ability to:
Learn to apply County ordinances, Merit System Rules, Federal and State laws, and employee organization contractual agreements to routine HR transactions;
Learn leave management, including, but not limited to, FMLA, Non-FMLA, USERRA, workers' compensation, and disability programs;
Learn information and complete detail of one or more of the following areas: Benefits, Classification, Recruitment, or Employee Service Center;
Maintain effective working relationships with others; communicate clearly, tactfully and courteously with County employees and the public while explaining HR practices, rules and regulations;
Understand and follow oral and written instructions;
Perform clerical work requiring independent judgment, accuracy, and speed;
Prepare and utilize statistical data, reports and forms accurately and in detail; Keyboard with accuracy and at moderate speed;
Elicit and analyze information from managers, employees and applicants.
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