Personnel assistant

DEFINITION

THE CITY OF AZUSA IS SEEKING A DYNAMIC INDIVIDUAL TO WORK ALONGSIDE A DYNAMIC HUMAN RESOURCES AND PAYROLL TEAM!

SALARY AND BENEFIT INFORMATION

$23.58 - $28.66 Hourly

$4,087.38 - $4,968.23 Monthly

$49,048.56 - $59,618.76 Annually

This is an unrepresented, confidential position with benefits associated with ACEA,

including :

$1,500 - Mo nthly Flexible Benefit Plan Contribution for Medical Benefits, City Paid Health Retirement Account; Bilingual Incentive Pay, City Paid Deferred Compensation, generous Tuition Reimbursement Program, & so much more!

DEADLINE TO APPLY :

Online applications will be accepted beginning

Thursday

March 28, 2024 through Sunday, April 2

1, 2024. Qualified and interested applicants are encouraged to apply immediately as this recruitment may close without notice after it's been open for a minimum of five (5) business days and the department's needs have been met.

DEFINITION

Under general supervision, performs clerical duties of moderate difficulty and variety of para-professional, technical, and assigned administrative tasks associated with various personnel related functions in the Administrative Services Department.

ESSENTIAL FUNCTIONS

CLASS CHARACTERISTICS

This is an entry-level confidential classification that acts independently in a support role responsible for performing various technical, clerical, and administrative support tasks for assigned division or department.

This classification is distinguished from other clerical support positions in that Personnel Services Assistant applies knowledge of personnel policies and procedures under general supervision, practicing high confidentiality and discretion.

Personnel Services Assistant is further distinguished from other clerical support positions in that the incumbent may be assigned to provide support for grievance resolution or collective bargaining activities such as collecting and compiling wage and benefit data / material to be presented at the bargaining table.

SUPERVISION EXCERCISED

The incumbent receives supervision from the Director of Administrative Services, or their designee. Incumbent may also take work guidance from other confidential classified Administrative Services Department staff.

ESSENTIAL FUNCTIONS

• Provides direct and confidential clerical support to a department head and other staff members as required; maintains calendar of appointments;
• receives visitors; ascertains reason for visit and notifies appropriate party; prepares correspondence often working from notes or directions as to objective to be achieved;

reviews incoming correspondence and routes in accordance with standard procedures.

• Performs electronic data processing of personnel related transactions including data verification and adherence to strict deadlines.
• Assists employees and others in preparing a wide variety of forms.
• Reviews forms and documents for completeness.
• Assists with preparation and distribution of Job Opportunity announcements, updates job summary listings, and assists with marketing.
• Prepares a variety of reports and statistics for internal and external use.
• Manages record storage, destruction and retrieval of Division’s records and files.
• Prepares, processes, and tracks purchase requisitions for services and materials; enters purchase information into computer system;

ensures issuance of purchase order; prepares demand for payment for management approval; tracks contract payments for departmental projects and other obligations.

• Responsible for maintaining a wide variety of personnel files.
• Researches and answers inquiries from the public, applicants, and employees on issues concerning their applications, examinations, records, and benefits.
• Aids in researching information regarding promotional examination eligibility, benefit issues, grievances, collective bargaining agreements, and contract negotiations.
• Prepares, sorts, files, and / or processes a variety of correspondence, reports, records, and documents in draft and final form.
• Provides clerical and para-professional support to department management, fellow staff members, other City personnel, outside agencies, and the public relating to routine administrative, fiscal or operational issues.
• Coordinates departmental activities, programs, and training with other City departments and outside agencies.
• Prepares, validates, processes, and / or checks a variety of documents and records, such as time sheets, invoices, confirming requisitions, and public notices for completeness, accuracy, and submission standards;

compiles and records fiscal and statistical data according to established procedures.

• Compiles routine reports by extracting and / or tabulating information from a variety of sources, such as files, correspondence, meeting notes, logs, previous reports, and / or oral instruction.
• Records notes in a variety of employee relations and collective bargaining meetings.
• Performs related duties as required.

QUALIFICATION GUIDELINES

QUALIFICATIONS

Education and / or Experience

Education : HS Diploma / GED. Some college level course work in Human Resources, Business Administration, Public Administration or specialized training in the clerical / secretarial occupational field is desirable.

College education (or equivalent course work) in Human Resources, Public Administration, or a related field may be substituted for the required experience.

Experience : Two (2) years of recent experience in clerical or technical administrative, Human Resources, and / or Payroll work involving maintenance of records, explaining policies and procedures, and heavy public contact.

Licenses or Certification

Possession of and ability to maintain a valid Class C California Driver’s License and a satisfactory driving record.

Knowledge, Skills, and Abilities

Knowledge

• Knowledge of general office methods, practices, policies and procedures, including maintenance of records.
• Ability to learn automated data processing systems as they relate to personnel functions; exceptional in organizational and customer service skills.

Ability

• Ability to interpret and explain personnel policies and procedures, contractual agreements, and benefits to employees and others, and effectively apply them.
• Input and audit various transactions accurately.
• Communicate clearly and concisely, both orally and in writing; prepare reports.
• Maintain accurate records and files.
• Choose among alternatives to resolve problems; perform moderate to difficult clerical work.
• Maintain effective work relationships with the public, department heads, City staff, outside agencies.
• Understand and follow verbal and written directions; work independently; operate a computer and use a variety of computer software;

learn office methods and procedures.

• Type and transcribe dictation; use correct English grammar, punctuation and spelling; alphabetize or numerically / chronologically sort materials.
• Perform assigned specific program activities.
• Serve as liaison between outside agencies, the department head, and other City departments.
• Handle confidential matters with discretion.

SPECIAL REQUIREMENTS / PHYSICAL, MENTAL, ENVIRONMENTAL CONDITIONS

MARGINAL FUNCTIONS

These are position functions which may be changed, deleted, or reassigned to accommodate an individual with a disability.

Environmental Conditions

• Work is performed primarily in a standard office setting.
• Incumbents may be required to work extended hours including evenings and weekends from time-to-time.

Physical Conditions

• Prolonged sitting and regular standing, walking, reaching, twisting, turning, kneeling, bending squatting and stooping in the performance of daily activities.
• Near and far vision in reading written reports and work-related documents.
• Acute hearing is required when providing phone and personal service.
• Lift, drag and push files, paper and documents weighing up to 20.

Some requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

RECRUITMENT PROCESS :

You can apply for this position online clicking on the "Apply" link at the top of this page. If this is the first time you are applying using our online application system, you will need to create a Username and Password.

If you have previously applied for a position using the NEOGOV system and already have a Username and Password set up, you do not need to do this again to apply just login and start building your application).

Once you have established your account and log in to the system, you can begin building your application by clicking on the "Build Job Application" link.

Your application can be saved and used to apply for additional or future job openings with the City of Azusa.

Applications must be accompanied by a resume describing experience, education, and training in relation to the requirements of the position, however, resumes will not be accepted in lieu of a City employment application.

Applications that are submitted without a resume, or have unanswered supplemental questions, may be deemed incomplete. Your application must include at least ten years of employment history (assuming you have been employed for ten years).

List most recent experience first. Carefully account for all employment, paid or unpaid. Provide each change of title or promotion separately.

You must also include your reason for leaving each job. A minimum of three professional references must be included in your application (include people who would have knowledge of your professional qualifications).

DO NOT list relatives .

Applications will be reviewed and those candidates whose applications indicate that they are most qualified will be invited to continue on in the process.

The selection process may consist of : Application Evaluation (Qualifying), Written Exam, and / or Panel Oral Interview.

The City of Azusa is an equal opportunity employer that is committed to inclusion and diversity. The City does not discriminate on the basis of race, color, gender, age, ancestry, national origin, political or religious affiliation, sexual orientation, marital status, other non-job related physical or mental disability, medical condition, or other functional limitation in employment or the provision of service.

The City is dedicated to making its programs, services and activities accessible to individuals with qualified disabilities.

If you require reasonable accommodations to complete the employment application and / or participate in the testing process, please contact the Human Resources at (626) 812-5183 prior to the filing deadline.

We will attempt to reasonably accommodate applicants with disabilities upon request.

THANK YOU FOR TAKING THE TIME TO APPLY FOR A CAREER OPPORTUNITY WITH THE CITY OF AZUSA!

Last updated : 2024-04-02

Salary : $49,049 - $59,619