Human Resources Assistant

Nature of Work, Essential Functions & KSA's You can do great work and love what you do with the City of Delaware. We are an organization that succeeds because of teamwork, dedication, diversity and the innovative spirit of all of our employees. The City of Delaware is an award-winning local government organization known for its professionalism, customer service orientation and a strong commitment to distinctive and well-planned community development. The work environment is stable with excellent benefits and retirement packages. Our mission is to ensure an effective government, a healthy economy, being a safe city and welcoming you to be a part of this great community! Under the direction of the Director of Human Resources, the Human Resources Assistant provides administrative and technical support in areas of Human Resources and customer support to employees, potential employees, and service providers. This position requires a high level of organization, attention to detail, communication skills and confidentiality. Essential Functions: Builds and maintains positive employee relations by serving as the first point of contact for questions about HR services, employment and benefits at the City of Delaware via phone, e‑mail and in person. Processes and tracks new hire paperwork, employee pay and status changes, and other personnel actions, routing and tracking changes through appropriate approval sequence(s) and working closely with payroll staff in communication and reconciling changes. Coordinates Bureau of Workers Compensation incidents to include serving as liaison to injured employees, communicating policy, completing forms, reviewing correspondence, tracking claim activity, communicating with management, and working with external service providers. Coordinates necessary safety training through Ohio BWC or other service providers. Coordinates DOT random drug testing. Ensures compliance with DOT testing requirements and oversees testing conducted by third party. Responsible for on-boarding newly hired personnel; including preparation of materials, working with departments to ensure placement success, training and/or education needs and assisting with orientation delivery. Process employee benefit enrollments, terminations, and benefit changes in adherence to the City’s benefit plan; assists in coordinating annual benefits open enrollment. Clarifies or otherwise directs employees to appropriate representative concerning benefit questions. Accurately prepares and processes various pay and status changes in a timely manner, collaborating with Finance/Payroll teams to ensure accuracy. Maintains HR department and employee records and files (electronic and hard copy) in accordance with records retention and disposition schedules. Prepares, updates, and distributes correspondence, spreadsheets, and databases for the HR department. Establishes and maintains filing systems; scans and indexes records ensuring accuracy. Responsible for record retention and destruction schedule for the department. Assists in a variety of HR programs as directed including wellness, recruiting, and onboarding. Serves on various committees as a representative of the Department. Communicates information to employees concerning City policies as they pertain to areas of responsibility. Ensures accurate and timely receipt, funding and payment of vendor invoices for the department. Creates, reviews, and reconciles requisitions and purchase orders, and monitors expenditures for budgetary compliance. Orders office supplies, matches invoices to packing slips, and validates deliveries; monitors office supply stock levels based on usage. Fulfills public records requests and completes various surveys and reporting related to the activities of the Department. Performs general HR administrative tasks and provides excellent customer service. Updates department website and intranet site, as necessary. Performs other duties as assigned. Knowledge, Skills & Abilities Knowledge Human resource principles, practices and procedures. Applicable federal and state laws governing employment practices. Working in a professional office environment. Microsoft applications, including Outlook, Word, Excel, Publisher, Access, SharePoint, Teams; familiarity with Adobe Acrobat, cloud storage, social media platforms, and applicant tracking systems and/or HRIS. Basic accounting principles. Skills Strong interpersonal, written and oral communication skills. Excellent organization, attention to detail, accuracy, time management and critical thinking skills. Establishing rapport with internal staff and external resources. Adeptness in learning various systems/processes and their interrelationships. Abilities Be highly flexible, self‑starter, proactive, responsive, resourceful and motivated. Work independently as well as in collaboration with other staff and outside agencies. Effectively organize and prioritize assignments. Organize and maintain large volumes of information and paperwork. Work under pressure in a fast‑paced, time‑sensitive environment with shifting priorities and multiple deadlines. Understand and follow written and oral instructions, policies and procedures. Handle confidential material in strict confidence and professionalism. Prepare and write clean and concise communications and reports. Be honest, dependable and trustworthy. Physical Requirements & Working Conditions Physical Requirements The primary duties of this position are performed in a public office building environment with some occasional travel. Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions, to conduct face‑to‑face and telephone conversations and communicate effectively. Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and to review, evaluate and prepare a variety of written materials. Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment and computer systems. Sufficient body flexibility, personal mobility and strength, with or without reasonable accommodation, which permits the employee to work in an office setting, to sit for extended periods and to occasionally lift and move objects weighing up to twenty pounds. Equipment Operated Computer, copier, phone, fax machine, and other standard/modern office equipment; computer software (e.g., Microsoft Office, MUNIS HCM, NeoGov, Canva, and other applicable computer software). Training, Experience, and Qualifications Possession of an Associate’s degree from an accredited university in human resources or related field required, Bachelor’s degree preferred. Two (2) or more year's administrative human resource related experience. Possession of a credible certification in Human Resources preferred (e.g., SHRM‑CP/SCP, PHR, etc.). Commissioned Notary in Ohio or ability to obtain commission as a Notary in Ohio. Possession of a valid State of Ohio Motor Vehicle Operator's License and ability to maintain insurability under the City's vehicle insurance policy. Regular and reliable attendance. Any combination of training and experience which will indicate the possession of the skills, knowledge and abilities listed below. Supplemental Information / Special Requirements The City of Delaware offers a complete benefits package to full‑time employees including: health, dental, and life insurance, retirement pension and savings plans, paid holidays, vacation, sick leave, and longevity pay and in many positions, paid uniforms or clothing allowance. This position is part of the Management Pay Plan. Details about the compensation and benefits for this position can be found in the agreement by clicking here. The information above is intended to be illustrative of the kinds of duties that may be assigned to the position and should not be interpreted to describe all of the duties which may be required of employees holding this position. The City of Delaware is an Equal Opportunity Employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status. In compliance with the Americans with Disabilities Act (ADA) and the Americans with Disabilities Act Amendment Act (ADAAA), the City of Delaware will provide reasonable accommodations, upon reasonable request, to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer. #J-18808-Ljbffr