The County of Santa Clara Employee Services Agency Hiring for Human Resources Assistant II at Santa Clara, CA Full Time

Description

Under general supervision, to perform the full range of Human Resources (HR) transactions, requiring specialized knowledge of Merit System Rules, County ordinances, laws and employee organization contractual agreements using independent judgment in explaining rules and procedures to employees and others.

Typical Tasks

Note: The following are tasks performed by employees in the Human Resources Assistant II classification. Incumbents may be assigned to work in several HR functions, and may not necessarily perform all duties listed, nor are all the duties performed by incumbents stated below.

Explains requirements and effects of ordinance provisions, Merit System Rules, employee organization agreements and detailed HR procedures to supervisors, administrators, other employees, and representatives of outside agencies;

Checks full range of HR transaction forms for compliance with ordinances, Merit System Rules, employee organization contractual agreements, and conformance to established procedures;

Maintains confidential personnel files;

Prepares HR-related reports and forms on request for administrative staff and outside agencies, or other HR transactions;

Maintains controls on deadlines for status changes, performance evaluations, salary increases, leaves of absence, benefits enrollment, fingerprint and health clearances;

Advises personnel in other sections and departments regarding procedures and interpretation of rules and regulations relating to personnel transaction processing;

Works with professional/paraprofessional staff to complete HR transactions of new hires, promotions, provisional appointments, reinstatements, demotions, transfers, alternately- staffed promotions and other transactions to ensure compliance with Merit System Rules;

Utilizes HR support software applications to process HR transactions; modifies and retrieves information from employee or applicant database system; manipulates data to generate a wide variety of informational and statistical reports; checks for accuracy of HR records processed by computer;

Inducts new employees and explains county and departmental personnel policies, insurance, and employment benefits;

Coordinates leaves with employee, payroll, third party administrators, and management staff, ensuring accuracy of employee leave information and compliance with Federal and State leave laws and regulations;

Coordinates employees’ benefits while on leave, including paid/unpaid leave, health benefits, dependent coverage, etc., and the return to work process;

Reviews and processes ADA requests in an interactive process, documenting the steps taken and ensuring the correct individuals are involved in a determination on all accommodation requests;

Tracks hours used/taken, working closely with Payroll to ensure that pay is accurate and correct;

Notifies department liaisons and hiring managers of the status of employees on leave;

Prepares leave electronic personnel action request forms for employees on leaves;

Prepares and sets up for new employee orientations;

Prepares, issues and sends required notices, per Federal and State leave laws and regulations, benefits billing statements, and other communications;

Inputs data from employment applications and maintains individual applicant records; computes examination scores; notifies candidates of test results;

Reviews applications for qualification standards; sets up and coordinates oral boards; may chair oral boards, interview and rate candidates for entry level clerical positions;

Retrieves information from the applicant tracking database and generates certifications of eligible candidates and sends appropriate documents to departments;

Assists employees and/or retirees with compensation, benefits and retirement questions by researching Merit System Rules, labor contracts, health care provider summaries and other reference materials;

Researches, inputs and adjusts payroll and other records using computer software applications;

May be assigned as Disaster Service Worker, as required;

Performs other related duties as required.

Employment Standards

Sufficient education, training and experience to demonstrate the possession and direct application of the following knowledge and abilities:

Training and Experience Note: The required knowledge and abilities are attained through the possession of a high school diploma or equivalent;

and

One (1) year of work experience comparable to a Human Resources Assistant I in the County of Santa Clara.

Special Requirements

Ability to travel to alternate locations in the course of work. If driving, possession of a valid California driver’s license prior to appointment and the ability to qualify for and maintain a County driver authorization.

Knowledge of:
Sections of the Merit System Rules of the County of Santa Clara County pertaining to HR transactions;

Information and complete detail of one or more of the following areas: Benefits, Classification, Recruitment, or Employee Service Center;

Leave management, including, but not limited to, FMLA, Non-FMLA, USERRA, workers’ compensation, and disability programs;

Office practices and procedures, including filing systems, financial record keeping, reference sources and preparation of forms and reports;

Computer applications, such as word processing, spreadsheets and/or database;

Customer service principles, including telephone etiquette and handling of emotional behavior;

English vocabulary, grammar, spelling, punctuation and style/format;

Basic mathematics to perform necessary calculations and statistical reports.

Ability to:
Understand and apply County ordinances, Merit System Rules, laws and employee organization contractual agreements to routine and difficult HR transactions;

Maintain effective working relationships with others; communicate clearly, tactfully and courteously with County employees and the public while explaining HR practices, rules and regulations;

Understand and follow oral and written instructions;

Perform clerical work requiring independent judgment, accuracy, and speed;

Prepare and utilize statistical data, reports and forms accurately and in detail;

Keyboard with accuracy and at moderate speed;

Elicit and analyze information from managers, employees and applicants.