HUMAN RESOURCES ADMINISTRATIVE ASSISTANT

Job Type


Full-time

Description

DEFINITION/PURPOSE:


Perform a wide variety of specialized and confidential Human Resources functions in support of the Authority's workforce and organizational objectives. Responsibilities include recruitment and selection, onboarding and offboarding, benefits administration, payroll support, leave administration, workers' compensation coordination, risk management support, HRIS administration, personnel records management, compliance reporting, and employee support services. The position exercises independent judgment, maintains strict confidentiality, and provides administrative and technical support in the implementation of Human Resources programs, policies, and procedures.

DISTINGUISHING CHARACTERISTICS:


This classification provides advanced administrative and technical support to the Authority's Human Resources Department. The incumbent is responsible for coordinating and administering various Human Resources functions, including recruitment, employee onboarding, benefits administration, leave tracking, workers' compensation coordination, payroll support, records management, compliance reporting, and risk management support. The position requires the ability to handle confidential and sensitive information, prioritize multiple assignments, exercise sound judgment, and provide exceptional customer service to employees, applicants, management staff, outside agencies, and the public.

SUPERVISION RECEIVED AND EXERCISED:


Receives direct supervision and general direction from the Human Resources Manager. Exercises no direct supervision over staff; however, may coordinate activities with employees, applicants, vendors, consultants, benefit providers, medical providers, and outside agencies as assigned.

ESSENTIAL JOB FUNCTIONS:

Duties include, but are not limited to, the following:

RECRUITMENT AND SELECTION

• Coordinate and administer all phases of the recruitment and selection process for Authority positions.
• Prepare and distribute job announcements, advertisements, recruitment materials, and vacancy notices through various recruitment sources.
• Screen applications and supplemental materials to determine applicant qualifications.
• Schedule and coordinate interviews, testing processes, oral boards, and candidate communications.
• Administer employment examinations and maintain eligibility lists as required.
• Conduct reference checks, employment verifications, DMV reviews, background investigations, and other pre-employment screening activities.
• Prepare conditional and final employment offers and communicate with candidates throughout the hiring process.
• Prepare and maintain recruitment records, applicant tracking data, and recruitment metrics.

ONBOARDING, OFFBOARDING, AND EMPLOYEE SERVICES

• Coordinate new employee onboarding activities, including orientation, benefit enrollment, personnel documentation, and system access requests.
• Conduct new employee orientations and explain Authority policies, procedures, benefits, and employment requirements.
• Coordinate employee separation processes, including exit documentation, benefit notifications, and record retention requirements.
• Prepare personnel action forms and process employee status changes, including hires, promotions, transfers, salary adjustments, leaves, and separations.
• Respond to employee inquiries regarding Human Resources policies, procedures, benefits, leave balances, and employment-related matters.

BENEFITS ADMINISTRATION

• Coordinate employee enrollment, changes, and terminations in Authority-sponsored benefit programs.
• Maintain benefit enrollment information with carriers, brokers, and vendor systems.
• Provide benefit orientation and education to employees regarding available programs and coverage options.
• Respond to employee benefit inquiries and coordinate resolution of benefit-related issues with carriers and providers.
• Assist with annual open enrollment activities and related employee communications.

LEAVE ADMINISTRATION AND RISK MANAGEMENT

• Assist with the administration and tracking of employee leaves, including Family and Medical Leave Act (FMLA), California Family Rights Act (CFRA), Pregnancy Disability Leave, military leave, workers' compensation leave, and other protected leaves.
• Maintain leave records and ensure timely employee notifications and required documentation.
• Assist with the administration of the Authority's workers' compensation and risk management programs.
• Coordinate workers' compensation claims, medical documentation, return-to-work information, and required reporting.
• Compile and maintain workers' compensation statistics, injury logs, and related records.
• Assist in preparing reports and documentation for the Authority's Safety Committee and risk management activities.

PAYROLL AND HRIS SUPPORT

• Maintain employee information within the Authority's Human Resources Information System (HRIS) and related databases.
• Generate reports, workforce metrics, and personnel data for management review.
• Audit employee records, leave balances, benefit deductions, and payroll-related information for accuracy.
• Serve as backup support for payroll processing and payroll administration functions.
• Prepare payroll-related reports and assist with payroll audits and reconciliation activities.

PERFORMANCE MANAGEMENT AND COMPENSATION SUPPORT

• Monitor probationary periods, performance evaluation schedules, and salary review timelines.
• Assist in ensuring performance evaluations and related salary actions are completed in accordance with Authority policies and procedures.
• Assist with salary surveys, compensation studies, classification reviews, and workforce planning projects as assigned.
• Compile statistical information and workforce data to support management decision-making and labor relations activities.

COMPLIANCE, RECORDS MANAGEMENT, AND REPORTING

• Establish, organize, maintain, and audit personnel, payroll, benefits, workers' compensation, leave, confidential medical, and immigration (I-9) files.
• Ensure personnel records are maintained in compliance with applicable federal, state, and local laws and Authority policies.
• Prepare, compile, and submit required reports to regulatory agencies, benefit providers, auditors, and management.
• Process employment verifications, unemployment insurance claims, disability claims, and requests for information from outside agencies.
• Research, compile, and analyze data and prepare reports, spreadsheets, correspondence, and presentations.
• Maintain confidentiality of sensitive employee, payroll, medical, and organizational information.

GENERAL ADMINISTRATIVE SUPPORT

• Maintain regular and consistent attendance.
• Participate in special projects, process improvement initiatives, and departmental activities as assigned.
• Perform related duties and responsibilities as assigned.

Requirements

EXPERIENCE AND EDUCATION GUIDELINES


Any combination of education and experience that would likely provide the required knowledge, skills, and abilities may be considered qualifying.

Experience:

Four (4) years of increasingly responsible administrative, human resources, payroll, benefits administration, risk management, or related experience. Experience in Human Resources, public sector employment, payroll administration, benefits administration, workers' compensation coordination, or employee leave administration is highly desirable. Experience working with Human Resources Information Systems (HRIS) and payroll systems is preferred.

Education:

Graduation from an accredited high school or possession of a certificate recognized as equivalent by the State of California.

Additional college-level coursework in Human Resources Management, Business Administration, Public Administration, Organizational Development, or a related field is desirable. An Associate's Degree in a related field is preferred.

Professional Human Resources certifications such as SHRM-CP, PHR, IPMA-HR, or comparable certifications are desirable but not required.