Human Resources Assistant

Primary Purpose of Job

The primary purpose of this position is to provide administrative support to the Human Resources (HR) Office, assisting with essential HR functions such as recruitment, benefits administration, employee records management, and ensuring compliance with relevant labor laws and regulations. This position plays a key role in maintaining the efficiency of the HR Office and supporting the overall functioning of municipal operations through administrative tasks and HR-related activities.

Under the supervision of the Assistant Municipal Administrator, the Human Resources Assistant works closely with the Human Resources Generalist to carry out their work. This position requires initiative and a high level of confidentiality. The Human Resources Assistant position assists and acts in a confidential capacity to the Assistant Municipal Administrator, the Municipal Administrator, and department heads who formulates, determines, or effectuates management policies.

• Provide general administrative assistance to the HR team, including answering phones, handling inquiries, and scheduling meetings
• Maintain and update employee records, ensuring accuracy and confidentiality
• Assist in the preparation and organization of HR documents such as job descriptions, policy updates, and employee handbook
• Post job openings on various platforms and assist with the recruitment process
• Schedule interviews, manage candidate communications, and maintain recruitment records
• Assist in preparing and distributing onboarding materials for new employees
• Coordinate background checks and employment verifications
• Support benefits enrollment processes and assist employees with questions regarding health insurance, retirement plans, and other benefits
• Maintain benefits-related records and ensure they are up to date
• Support the HR team in tracking employee attendance and leave records to ensure compliance with policies
• Ensure HR practices are in compliance with federal, state, and local labor laws
• Prepare and assist in generating HR reports related to employee demographics, turnover, and other HR metrics
• Help coordinate training sessions, workshops, and employee engagement activities
• Assist with addressing basic employee inquiries and providing general HR support when needed
• Assist with special HR projects, initiatives, or research tasks as assigned
• Maintain filing systems to ensure easy access to HR documentation
• Performs other related duties as assigned

Knowledge of:

• Basic human resources functions, including recruitment, benefits administration, and employee relations
• Federal, state, and local labor laws and regulations to ensure compliance in HR processes
• Standard HR practices and procedures related to documentation, onboarding, and reporting

Skills In:

• Written and verbal communication, with the ability to draft HR documents, respond to inquiries, and effectively communicate with employees and candidates
• Organizational skills, including the ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment
• Customer service, offering responsive assistance to employees, job candidates, and other stakeholders
• Microsoft Office Suite (Word, Excel, Outlook), and familiarity with HR software and databases for data management and reporting

Ability to:

• Maintain confidentiality of sensitive employee information and handle HR matters with discretion
• Pay close attention to detail to ensure the accuracy of employee records, payroll data, and other HR documentation
• Solve basic HR-related problems and proactively address issues that arise
• Adapt to changing priorities and adjust to dynamic work environments
• Work effectively within a team, supporting various HR functions and collaborating with colleagues across departments

Minimum Qualifications

• High school diploma or equivalent; and
• Experience in an office setting or administrative role preferred; or
• Any equivalent combination of experience, education and training which provides the knowledge, skills, and abilities necessary to learn and perform the work

Other Job Requirements or Expectations

• None

Working Conditions:

• General Office Setting

Specific

Physical Requirements:

• Sit at desk and in front of computer for majority of workday
• Regularly operate office equipment requiring repetitive hand movement and fine coordination using a computer and keyboard
• Occasionally stoop, bend, kneel, crouch, reach, climb, and twist
• Occasionally lift, carry, push or pull light to moderate amounts of weight, at least 15 pounds

General

Physical Requirements:

• Sufficient clarity of speech and hearing which permits the employee to communicate effectively
• Sufficient vision which permits the employee to review a wide variety of written correspondence, reports, and related material in both electronic and hardcopy form
• Sufficient manual dexterity which permits the employee to…