Job Abstract

GENERAL PURPOSE

Under direct supervision, performs a variety of personnel related duties. The primary function is to provide customer service and perform entry-level clerical and administrative support duties to support the functions of Human Resources. Accepts, processes, and maintains employee and applicant forms and other personnel documents. Work with various Human Resources software systems by entering data and maintaining records. Duties may also include providing administrative and clerical support.

CLASSIFICATION CHARACTERISTICS

The fundamental reason this classification exists is to perform a variety of support duties for the corresponding department; prepares reports and correspondence, prepares City Council and selected City Commission or Committee agendas, maintain the general contract and correspondence files; maintains records management systems, provides customer service to a variety of customers, works on special projects as assigned.

ESSENTIAL FUNCTIONS
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Performs various data entry functions into the City’s accounting and human resource information system and other related systems;
• Conducts City-wide recruitment for vacant positions;
• Reviews employment application materials on the basis of education, training, and experience as part of the recruitment process, interview process, and/or other phase of selection process;
• Reviews and evaluates employment examinations and/or selection exercises, and interprets, evaluates, and/or reports results as part of the recruitment process, interview process, and/or other phase of selection process;
• Assists in coordinating the audit of personnel data by regulatory agencies;
• Assist with the onboarding process of new employees;
• Assist with the processing of the City’s benefits;
• Assists employees in understanding employment rules and regulations;
• Assists in coordinating the performance appraisal process;
• Assist in coordinating compensation studies;
• Assists in coordinating citywide training;
• Assists in coordinating employee events;
• Provides administrative and clerical support;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service;
• Continually promotes, in actions, words and writing, the highest customer service standards;
• Performs other related duties as required.

QUALIFICATIONS GUIDELINES

Knowledge of:

• Principles and practices of public personnel management.
• Compensation theory and practices.
• The principles and practices of recruitment, selection, labor relations, affirmative action, classification and occupational relationships.
• Employee development principles and practices.
• Benefits administration.
• Personnel Rules and Regulations and Memoranda of Understanding.
• Current issues in the safety field including loss prevention principles, occupational safety standards, environmental regulations, and worker's compensation issues.
• Familiarity with pertinent federal, state and local laws, codes, and regulations.

Ability to:

• Develop and administer City personnel policies, programs, and procedures.
• Communicate orally in the English language in face-to-face one-on-one settings, in group settings, by personal computer or using a telephone.

• Manipulate data in a computerized environment, including mainframe and networked personal computers.

• Observe and monitor people's behavior to determine compliance with prescribed operating or safety standards.
• Comprehend and make inferences from written material.
• Learn job-related material through oral instruction and observation and through structured lecture and reading.
• Remain in a sitting position for extended periods of time.
• Respond to the public under stressful circumstances in a fair, calm and understanding way to obtain positive results.
• Develop and conduct training sessions in City personnel policies and practices.
• Work under pressure (i.e., handling significant problems and tasks which come up simultaneously and/or unexpectedly).
• Produce written documents with clearly organized thoughts using proper English sentence construction, punctuation, and grammar.
• Work safely without presenting a direct threat to self or others.
• Work cooperatively with department staff, other City employees, and the public.

Education/Training/Experience:

Three years of professional personnel management experience, and a bachelor's degree in personnel, public or business administration, or a related field. Other combinations of education and experience that meet the minimum qualifications may be substituted.

Licenses; Certificates; Special Requirements:

Must possess a current American Red Cross certificate in First Aid/CPR/AED for Schools and the Community or obtain by time of employment as well as a valid Class C California driver’s license and the ability to maintain insurability under the City’s Vehicle Usage Policy.

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands:

While performing the duties of this class, the employee is regularly required to sit, stand, walk, talk, and hear, both in person and by telephone; use hands to finger, handle, feel or operate standard office equipment; and reach with hands and arms; stoop, kneel, or crouch to access or place records or files; lift and carry records and documents, typically weighing less than 20 pounds. The employee must be able to physically lift, push, pull, and/or carry materials and equipment weighing up to 50 pounds.

Specific vision abilities required by this job include close vision and the ability to adjust focus.

While performing the duties of this class, the employee is regularly required to use oral and written communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret data and situations; use math and mathematical reasoning; perform highly detailed work under changing, intensive deadlines, on multiple concurrent tasks; work with constant interruptions; and interact with City officials, media, citizens groups, contractors, employees, management, and others encountered in the course of work; occasionally subject to conflicts involving personnel matters and/or liability claims.

WORK ENVIRONMENT

The employee primarily works in an office setting but works in the field in traveling to different city facilities and events. In the office setting, the noise level is frequently quiet or moderately quiet. In field settings, the employee could be exposed to loud noise during sporting and recreational activities and be under variable weather conditions at different sites and events. Driving is required to visit city facilities, and community and public meetings.

Disaster Service Workers

All City of Sierra Madre employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work in the event of an emergency.

Equal Opportunity Employer

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