Human Resources Assistant

Overview Performs a variety of administrative and customer service duties in support of the Human Resources Department, requiring a clear understanding of departmental goals, procedures, and services. An employee in this class supports the daily operations of the Human Resources team by performing administrative, technical, and public-facing tasks. The employee assists the Director, HR Generalist, HR Specialist, and HR Analyst by managing routine inquiries, maintaining personnel records, and carrying out assigned administrative responsibilities. Work includes greeting visitors, answering telephone calls, providing general HR guidance to employees and citizens, maintaining the file room, scanning and copying documents, and supporting departmental processes and projects. The employee must exercise courtesy, confidentiality, and sound judgment while handling sensitive information and interacting with the public. Work is performed under general supervision and is evaluated on accuracy, adherence to procedures, customer service quality, and overall contribution to departmental efficiency. Responsibilities Serves as the department’s first point of contact; answers incoming phone calls, greets visitors, provides general information, and directs individuals to appropriate staff or resources. Provides routine administrative support to the Director, HR Generalist, HR Specialist, and HR Analyst; completes assigned clerical and technical tasks with accuracy and timeliness. Maintains organization of the file room; updates, files, and retrieves personnel records in accordance with departmental procedures and confidentiality guidelines. Scans, copies, and distributes documents; indexes electronic files; ensures recordkeeping accuracy and compliance with retention standards. Assists with the creation, preparation, and updating of forms, letters, and other departmental documents; proofreads materials for accuracy and completeness. Provides administrative guidance to employees and citizens regarding HR policies, application procedures, benefits processes, onboarding steps, and general departmental practices, referring complex matters to appropriate HR staff. Assists with coordinating meetings, posting materials, distributing information, and preparing documents as requested. Supports the maintenance of databases, spreadsheets, and HR tracking systems; enters data accurately and identifies potential discrepancies. Processes incoming and outgoing mail and maintains supplies for the HR office. Handles confidential or sensitive information responsibly and in accordance with established policies. Performs related duties as required. Qualifications Thorough knowledge of modern office practices, procedures, and automated systems including word processing, spreadsheets, database management, and scanning/document indexing applications. Considerable knowledge of the Human Resources Department functions, policies, procedures, and relevant laws governing personnel records and public information. Skill in operating standard office equipment including multi-line phones, scanners, copiers, and computers. Skill in communicating effectively and professionally in person, by telephone, and in writing. Ability to maintain confidentiality of sensitive personnel and departmental information. Ability to plan and organize daily tasks, manage competing priorities, and follow through on assignments with limited supervision. Ability to gather information, maintain accurate records, and prepare materials with attention to detail. Ability to develop and maintain filing systems, both electronic and hardcopy, for efficient document storage and retrieval. Ability to establish and maintain effective working relationships with supervisors, coworkers, County officials, employees, and the general public. Ability to remain courteous, tactful, and service-oriented when assisting employees and citizens. Ability to follow general instructions and complete tasks independently. Education Graduation from high school or GED with some experience in an administrative office setting, preferably in a confidential office similar to human resources or public administration; or an equivalent combination of training and experience. #J-18808-Ljbffr