Human Resources Specialist I-II (HR Assistant)

General Description The Human Resources Assistant performs routine human resources management work and supports the Human Resources Director and division employees. Work involves administering or assisting in the administration of human resources programs including recruitment and selection, compensation, classification, and leave and benefits. Coordinates and performs work in several staff services functions such as training, purchasing, payroll, records, and property management. Works under moderate supervision, with limited latitude for the use of initiative and independent judgment. Essential Job Functions % of Time ESSENTIAL JOB FUNCTIONS (EJFs): 30% Receptionist & Administrative Support: Serves as HR receptionist; answers and routes incoming calls and manages the division group email inboxes. Reviews and routes office mail and other correspondence. Provides technical assistance and training to and coordinates activities among division directors, managers and staff related to various staff services functions. Schedules activities and takes meeting notes, signature and approvals routing, and other logistical activities. Plans and coordinates special and administrative assignments and responds to internal and external inquiries. Identifies issues and risks and makes recommendations for changes within the division’s daily operations. Provides and ensures a high level of confidentiality in all matters. Prepares, reviews, edits, and distributes correspondence, reports, forms, and project updates, summaries, presentations, agendas, and other documents. Coordinates and schedules training and travel for division employees and serves as the division travel coordinator. 30% Records Management: Develops and maintains records and filing systems for employee personnel files and other employment records. Files documents and maintains current and former employee personnel files in SharePoint or hard copy. Moves digital files from DocuSign to SharePoint and assists management with routing documents for approval. Serves as the division records liaison and coordinates with the legal division on disposal of records according to the agency retention schedule. Serves as the Open Records Liaison with the Office of General Counsel and coordinates with the HR team to gather responsive documents. Coordinates the development and implementation of central filing, record-keeping, and records management procedures for the division. Serves as Telework Coordinator; monitors request forms, maintains logs and reports. Completes or assists with verifications of employment. Assists in locating documents and responding to open records requests. 20% HR Program Support: Provides advice and counsels and answers routine questions from employees, managers and the general public on HR policies and procedures. Assists in training agency staff on issues, interprets rules, polices, and regulations related to human resources management. Assists with staffing and recruiting activities including submitting requisitions, posting job vacancies, identifying and leveraging recruitment sources, assisting with website and social media branding and job promotions, screening and referring applications for employment, scheduling interviews, conducting reference checks and managing the applicant tracking system NEOGOV. Assists with hiring and onboarding activities for new employees including preparing employee ID badges. Coordinates the separation process for employees. Assists with administering the employee recognition programs including the procurement and distribution of service, retirement, employee of the year and the Hall of Honor program awards. Assists in developing and revising HR policies, procedures, and forms. Enters, updates, and retrieves information from various automated systems such as DocuSign, Learning Management System, SharePoint and the Centralize Accounting Payroll and Personnel System (CAPPS). Assists in compiling and analyzing human resources data…

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