Job Descriptions

DEFINITION

Under general supervision, performs technical and paraprofessional work in a variety of human resources program areas including recruitment, selection, classification, compensation, training, labor relations, personnel record maintenance, workers compensation and benefits, salary/payroll administration, and other related programs; may perform general office support duties; and perform other related duties as assigned.

This classification is assigned to the Confidential bargaining group for labor relations purposes and is subject to overtime assignments.

DISTINGUISHING CHARACTERISTICS

This is a paraprofessional position with technical and specialized administrative responsibility in the operations of the human resources and payroll functions. This confidential classification performs a variety of assignments within broad procedural guidelines with minimal supervision and instruction. Incumbents use specialized knowledge of citywide and Human Relations Department related policies, procedures and practices as well as applicable federal and state laws and regulations.

Receives direct supervision from the Human Relations Analyst with some assignments given by the Principal Human Relations Analyst or Human Relations Director. May provide lead direction to temporary employees.

ESSENTIAL FUNCTIONS: Each incumbent in the classification may not perform all the duties listed below depending upon the program(s) for which he/she is responsible. Also, the listed duties are not necessarily inclusive of all duties that may be assigned.:

• Maintain confidentiality of records and information concerning other City employees including personnel files, medical records files, workers’ compensation files, payroll, and all performance related information such as employee performance evaluations, wage and salary information.
• Prepares and maintains records and logs and conducts special studies; may monitor budget accounts, as directed by supervisor
• Provides assistance to City staff and the general public on matters regarding human resources and/or payroll
• Conducts salary surveys, prepares and processes correspondence.
• May conduct employee training.
• Make travel arrangements, maintain appointment schedules and calendars and arrange meetings and conferences.
• Assist supervisory and management staff in tracking departmental projects and/or program activities.
• Prepare payroll for the division to interface with City payroll system.
• Processes a variety of personnel transactions; such as salaries, benefits, promotions, special pays, reclassifications, demotions, suspensions, terminations, merit increases along with employee performance evaluations, and other related matters.
• Maintains records of employee benefits to include vacation, sick leave, etc.
• Perform related duties as assigned

When assigned to the Human Resources functions:

• Prepares recruitment materials including job announcements, writing and placing advertising, social media, assembling mailing lists and preparing and issuing candidates notices.
• May chair oral panels and written examinations.
• Schedules, administers and scores written examinations; may chair oral panels and written exams.
• Reviews and evaluates applications; updates the applicant tracking system.
• Conducts orientation interviews with new employees and exit interviews.
• Schedules pre-employment and Department of Transportation (DOT) related medical examinations.
• Prepares employees workers’ compensation initial reports and forwards to third party administrator for claims processing; monitors employees return to work status reports.
• Enrolls employees in the City’s retirement program (PERS) and other health care programs; answers questions regarding benefit programs; processes problem health care claims and coordinates with appropriate administrators and insurance carriers.
• Process paperwork relating to long term disability claims.
• Process Family and Medical Leave Act (FMLA/CFRA/PDL) paperwork from sending initial correspondence to employee through submitting paperwork to payroll; monitor employees return to work status reports.

When assigned to the Payroll function:

• Prepares and processes city-wide payroll in compliance with City, State, and Federal requirements; assists with the administration of the City’s compensation plan; and prepare quarterly, annual, and W-2 tax reporting statements; process retirement plan contributions.
• Maintains and prepares payroll related records and reports; prepare payroll journal entries, prepare a variety of finance reports for multi-departmental use.
• Answer payroll related questions from employees.
• Research and resolve discrepancies or problems with a variety of vendors and governmental agencies, implement provisions and associated changes in employee bargaining agreements on the payroll system; coordinate with outside vendors, plan sponsors and governmental agencies.

Knowledge of:

Principles and practices of organization and human resources administration.

Applicable Federal, State and local codes, laws and regulations.

Basic statistical analysis and financial accounting principles and procedures.

Basic principles of employee relations.

Methods and practices of payroll processing, recordkeeping, and report preparation.

Modern office methods, procedures and equipment.

Proper grammar and punctuation.

Principles of effective interpersonal relationships and strong customer service skills.

Ability to:

Type 45 works per minute net corrected.

Operate standard office equipment including desktop computers and appropriate software with accuracy.

Perform a variety of responsible clerical work without direct supervision.

Interpret and apply policies, rules, laws, labor agreements and other standards appropriately in a wide variety of circumstances.

Exercise independent judgment; organize, prioritize, and coordinate work activities.

Research, analyze and develop comprehensive reports on a variety of human resources and organizational issues and make appropriate recommendations.

Effectively plan, organize and coordinate program activities; meet deadlines.

Maintain the confidentiality of privileged information.

Communicate clearly and concisely, both orally and in writing; understand and carry out oral and written instructions

Establish and maintain effective working relationships with those contacted during the course of work.

Experience:

Three years of progressively responsible technical clerical and/or administrative support work of which one year must be in a human resources, payroll, or risk management related field.

Education:

Equivalent to an Associate Degree (60 semester units) in Human Resources, Accounting, Business Administration or a related field.

Possession of a valid California Driver's License at the time of appointment, to be maintained as a condition of continued employment.

PHYSICAL REQUIREMENTS

Maintain the following physical abilities: see well enough to read instructions, read fine print and view computer screen for extended periods; hear well enough to converse on the telephone and in person; use of hands and fingers for use of computer keyboard, ten key, filing, writing and answering telephones.