Human Resource Assistant

Job Title

Under general supervision, this position is responsible for assisting professional human resources staff and providing administrative support in various human resources functional areas such as benefits, recruitment, employee relations, classification & compensation, performance management, and training. Reports to the Director or Assistant Director of Human Resource Management.

Job Description

Interacts with the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances; may screen and respond to inquiries and complaints; provides information on policies and procedures; performs other similar types of administrative support activities; and responsible for establishing, coordinating, and/or maintaining filing and record systems. Assists with the administration of personnel programs. Performs administrative support work such as typing correspondence, scanning documents, data entry and retrieval, creating spreadsheets and file maintenance; reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies; and completing forms, reports, questionnaires and coordinates all incoming and outgoing mail. Serves as a first point of contact to assist employees, applicants, and other external customers; screens and responds to general inquiries; provides general information to departments on policies and procedures or refers to appropriate staff member; and responds to inquiries and ascertains nature of the inquiry and refers to appropriate individual or provide assistance based on knowledge of the situation. Purchases supplies, equipment and services which may include contacting vendors, entering and processing receipts, requisitions, and purchase orders; monitors and tracks small purchases. Performs other related work as required. Individual assignments will be determined by supervisor based on current workload and department needs.

Knowledge, Skills & Abilities

Has considerable knowledge of the principles and practices of human resources. Has considerable knowledge of federal, State, and local laws, rules and regulations governing human resource administration. Has considerable knowledge of the city's organization and operational policies and procedures. Has considerable knowledge of human resource and management principles, practices and techniques as they relate to benefits, manpower and planning, personnel law, employee relations, and related personnel and management functions and services. Has considerable knowledge of organization, functions and programs of municipal government. Has considerable skill in the collection and analysis of descriptive data and report writing. Has experience working with computers. Has considerable knowledge of the current literature, trends and developments in the fields of human resource administration and human resource management law. Is able to exercise tact and courtesy in frequent contact with employees, staff and citizens. Is able to understand and follow oral and written instructions. Is able to explain orally and in writing Human Resource Management policy and procedures to individuals or groups. Is able to establish and maintain effective working relationships as necessitated by work assignments

Education, Experience & Special Requirements

Requires a high school diploma, associate's degree preferred, and 1-3 years of related administrative and human resources experience. Considerable knowledge of computer system and standard software applications; or an equivalent combination of education and experience.

An acceptable general background check to include a local and state criminal history check.

A valid driver's license with an acceptable driving record.

Physical Demands

Must be physically able to operate a variety of machinery and equipment including a computer, copier, calculator, etc. Must be able to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Physical demand requirements are those for Sedentary Work.

Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar or divergent from obvious standards) of data, people or things.

Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions, assignments or directions to subordinates or assistants; and receiving instructions, assignments or directions from superiors.

Requires the ability to read a variety of reports, surveys, memos, forms, etc. Requires the ability to prepare correspondence, forms, and statistical analyses. Requires the ability to prepare EEO reports using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence.

Requires the ability to apply principles of logical or scientific thinking to a wide range of intellectual and practical problems; to deal with nonverbal symbolism in its most difficult phases; to deal with a variety of abstract and concrete variables; to comprehend the most abstruse classes of concepts.

Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard college-level English.

Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages; interpret graphs and compute percentages and ratios, etc. and apply the theories of descriptive statistics.

Requires the ability to inspect items for proper length, width and shape.

Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment and various hand tools.

Requires the ability to handle a variety of items such as office equipment and hand tools. Must have minimal levels of eye/hand/foot coordination.

Does not require the ability to differentiate between colors and shades of color.

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with emergency situations.

Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear.) Must be able to communicate via the telephone.

The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.