HUMAN RESOURCES ASSISTANT

HUMAN RESOURCES ASSISTANT

San Jose/Evergreen Community College District

Close/First Review Date: 08/30/2026
Work Location: District Office

Position Description:

POSITION SUMMARY

The Human Resources Assistant is a Confidential position and will report to the District Director of Human Resources at the District Office. The work schedule is 12 months per year; Monday – Friday; 8:00 a.m. to 5:00 p.m.

POSITION PURPOSE

Under general supervision, the Human Resources Assistant performs a variety of administrative duties related to personnel services, employment verification, maintenance of personnel records and files, and employee correspondences functions in the Office of Human Resources; provides administrative support, standard office operational duties and supports various communications and activities for the Human Resources office; performs other duties as assigned.

DISTINGUISHING CHARACTERISTICS

This class is distinguished from other classes in the administrative assistant series in that incumbents provide human resources assistance requiring knowledge of routine policies and processes. Incumbents are responsible for facilitating smooth day-to-day operation of the office and are required to be fully trained in all procedures related to assigned area of responsibility.

Incumbents assigned to the classification are exposed to sensitive collective bargaining information and materials during the negotiating process and are designated as a confidential classification.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below exemplify the work of the classification, and assigned duties may include work that is similar, related or a logical assignment to this class.

1. Greets, directs and provides general information to visitors to the Human Resources department; provides informational and technical assistance and information in person, over the phone and via electronic communications; answers the Human Resources office main line, screens visitors and telephone calls and directs to appropriate resources; provides information regarding appli­cation process and general human resources programs, services, policies, procedures and requirements.

2. Responds to questions and concerns from District personnel, applicants, retirees, and the public in person, by telephone and electronically; answer inquiries about vacancies and requirements for employment; escalates and redirects questions, inquiries and technical issues to department staff as appropriate.

3. Supports Human Resources team members with the day-to-day operations, including recruitment and hiring procedures, data reconciliation and recordkeeping; collaborates with Payroll and other Human Resources staff to gather and submit payroll information for employment verification inquiries.

4. Assists with new employee onboarding; assists with the distribution of new hire paperwork, pre-hire testing, data entry and maintenance of medical records and TB clearance and performing Live Scan fingerprinting and clearances.

5. Processes and certifies employee fee waivers for courses and Public Service Loan Forgiveness forms; performs Human Resources website maintenance and updates platform on human resources-related issues, forms and other relevant information; processes and routes invoices from vendors for approval and payment.

6. Maintains department calendar; reserves space for new-hire orientation, meetings and events; assists with ordering audio-visual equipment, food and drinks, setup and cleanup for meetings and events.

7. Using standard office software, composes and/or types memoranda, correspondence, reports, agreements, contracts, materials, presentations, forms and other documents; coordinates mass mailings; creates agendas and may record and maintain meeting minutes.

8. Enters data into the Human Resources Information System ( HRIS ); designs, develops and maintains spreadsheets and databases requiring data interpretation and manipulation; assists in preparing departmental reports by gathering, organizing, and summarizing information from a variety of sources.

9. Processes, receives, sorts, and distributes a variety of correspondence, deliveries, and mail; opens, sorts and distributes mail.

10. Performs other related duties as assigned. 

KNOWLEDGE , SKILLS AND ABILITIES
Knowledge of:

1. Basic knowledge of human resource policies, procedures, and practices.

2. Principles, practices, concepts and techniques used in customer service and public relations.

3. Organization, time management and standard office procedures.

4. Principles and procedures of recordkeeping and reporting.

5. General payroll practices and procedures.

6. District organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.

7. Federal, state and other applicable laws and regulations and District policies and procedures governing Human Resources practice including applicable sections of the California Education Code, Title 5.

8. Practices and techniques of sound business communication; correct English usage, including spelling, grammar and punctuation.

Skills and Abilities to:

1. Understand, interpret, explain and apply Human Resources department policies and procedures.

2. Provide excellent customer service to all who contact Human Resources.

3. Communicate effectively, both verbally and in writing, with faculty and staff, students, and com­munity members.

4. Establish and maintain cooperative and effective working relationships with others.

5. Compose clear, concise and comprehensive analyses, correspondence, reports, studies, agree­ments, presentations and other written materials from brief instructions.

6. Maintain confidentiality of District and personnel files and records.

7. Prepare and maintain accurate and complete files and records.

8. Operate a computer, assigned office equipment and standard business applications.

Required Qualifications:

EDUCATION AND EXPERIENCE

1. Graduation from high school or GED equivalent and college-level coursework in human resources, business administration or a closely related area.

2. Two years of experience working in an administrative support role.

Desired Qualifications:

Human Resources experience in a community college is preferred. 

District's Diversity Requirements

• Demonstrated sensitivity, knowledge and understanding of the diverse academic, socioeconomic, gender identity, sexual orientation, cultural, disability, and ethnic background of groups historically underrepresented, and groups who may have experienced discrimination.
• Success integrating diversity as appropriate into the major duties outlined in the job description and in the duties listed in the District's hiring policy; or demonstrated equivalent transferable skills to do so.

Salary Range:
$74,130 - $94,611 Annual Salary (Range C80: Confidential Salary Schedule Fiscal Year 2026-2027). Starting placement is generally at Step 1.

Benefits:

In addition to the salary, this position qualifies for the choice of one of the District's excellent Health Benefits and Welfare plans, which the premium cost is 100% paid by the District for the employee and their eligible dependents, and one health plan costing an estimated $60,000 for the District for fiscal year 2025-2026. We offer two medical plans (Anthem Blue Cross [ PPO ] and Kaiser Permanente ( HMO ]); dental (Delta Dental PPO ); vision ( VSP Choice); life insurance for the employee (The Lincoln); life insurance for eligible dependents (The Lincoln); a long-term disability/income protection plan (The Lincoln); and an employee assistance plan (Anthem EAP ).

In addition, the District contributes an additional 26.81% of the employee's salary towards an eligible employee's pension (CalPERS).

Employees may also elect to participate in optional plans including purchasing additional life insurance for themselves and their eligible dependent(s); enroll in a medical, transportation, and/or dependent care Flexible Spending Account(s) (with the $4 monthly administrative fee paid by the District); and set pre-taxed dollars aside to supplement their pension in a 403b (tax shelter annuity) and/or a 457 (deferred compensation) plan(s).

Managers, Supervisor and Confidential employees earn 22 days per year of vacation, up to 12 sick leave days and 6 administrative leave days. There are currently 20 paid holidays.

To be considered for this position please visit our web site and apply on line at the following link:

About San Jose/Evergreen Community College District
The District is represented by dedicated and talented employees who are passionate about providing our student population with the best educational experience possible. The District recognizes that cultural diversity in the academic environment promotes academic excellence; fosters cultural, racial and human understanding; provides positive roles models for all students, and creates an inclusive and supportive educational and work environment for its employees, students, and the community it serves.

As of fall 2017, with enrollment of approximately 18,500 per semester, and an extremely diverse student population (Hispanic/Latino 44%, Black/African-American 4%, Asian/Pacific Islander 32%, American Indian/Native American 0.5%, White/Caucasian 11%) attaining educational goals reflecting 45% – AA Degree and Transfer to a 4-Year College/ University, the District's emphasis on student success makes it a recognized educational leader in the State.

The District encourages a diverse pool of applicants to serve as colleagues to an existing diverse group of managers, supervisors and confidential staff consisting of 29 % Hispanic/Latino, 13% Asian/Pacific Islander, 7% Black/African American, 23% White/Caucasian, and as well as encouraging applications from all qualified, outstanding applicants.

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