Human Resources Assistant



Human Resources Assistant

Salary

$27.42 - $33.32 Hourly

Location

Tacoma, WA

Job Type

Classified

Remote Employment

Flexible/Hybrid

Job Number

1106-24

Department

Human Resources

Opening Date

06/06/2024

Closing Date

6/17/2024 5:00 PM Pacific

• Description

• Benefits

• Questions

Position Description

There is an exceptional and exciting opportunity with the City of Tacoma within the Human Resources Department as a Human Resources Assistant. If you are interested in a career in the human resources field we encourage you to apply to work as part of a dedicated team of professionals and join the City's dedicated Human Resources Team!

The Human Resources Assistants play an integral part of the Human Resources D epartment (HR) . This essential role supports HR by providing administrative and technical support in various areas of Human Resources. HR Assistants provide customer support to internal and external clientele, including job applicants and candidates, hiring managers and various stakeholders. The position assists with administrative processing of new hires and other critical employment-related activities, maintains HR department and employee records and files (electronic and hard copy records management), and assists in a variety of Human Resources programs.

Employees in this classification perform general HR administrative tasks and provide excellent customer service, prepare and distribute correspondence, post advertisements, respond to employment verification requests and public record requests, and coordinate with payroll on timekeeping and data-keeping issues. Human Resources Assistants greet visitors, answer phone calls, and respond to routine questions from employees, applicants, and the public regarding human resources rules, processes, and procedures.

This position requires a high level of organization, attention to detail, communication skills and confidentiality.

The ideal candidate will have experience working in human resources or related administrative field; excellent communication skills; strong customer focus; the ability to provide detailed and specialized human resources information while maintaining a high level of confidentiality; and the ability to work effectively as part of a team or independently.

Depending on assignment, Human Resources Assistants will:

• Provide front desk reception and answer HR phone lines

• Respond to employee and/or external customer questions regarding employment processes

• Monitor and respond to HR Admin email

• Create and maintain confidential personnel files

• Provide clerical and technical support for the Civil Service Board

• Perform records management activities according to the Local Government Common Records Retention Schedule (CORE)

• Provide clerical support to HR Analysts and/or HR Specialists assisting with recruitment processes, posting job advertisements, assembling testing or interview materials

• Administer the employee recognition program for General Government employees

• Compose routine correspondence using proper grammar and punctuation

• Communicate effectively and professionally

• Distribute new employee paperwork and welcome email materials

• Respond to verification of employment requests within 24 hours

• Ensure office, computer, and supply procurement to include creation and maintenance of vendor contracts, creating related purchase orders and purchase requisitions associated with bill pay

• Run various reports and queries exporting information from SAP

• Timekeeping for department staff

• Perform employee purchase card reconciliation for department staff

• Perform other duties as assigned

Benefits

The City of Tacoma provides excellent medical, dental and vision benefits for the whole family; paid holidays and personal time off; participation in Tacoma's Public Employees' Retirement System and a growing variety of City-sponsored health and wellness opportunities. For more information on the City of Tacoma's benefit package feel free to explore City of Tacoma Benefits ( .

City of Tacoma Commitment to Diversity and Inclusion

Tacoma's diversity is its greatest asset. Tacoma embraces its multi-cultural and multi-ethnic character. Communities of color and immigrant communities are fundamental to Tacoma's entrepreneurial spirit, workforce, and long-term success. In Tacoma, equity and empowerment are top priorities, meaning that all Tacoma residents must have equitable opportunities to reach their full potential and share in the benefits of community progress. One of our goals is for the City of Tacoma workforce to reflect the community it serves. We actively work to eliminate racial and other disparities and welcome candidates with diverse backgrounds and/or multicultural skill sets and experiences. Our goal is for Tacoma to be an inclusive and equitable place to live, work, and play.

Qualifications

High school diploma or equivalent, and

One year human resources or two years related administrative experience.

Equivalent education/experience may be substituted.

LICENSING, CERTIFICATIONS AND OTHER LEGAL REQUIREMENTS:

There may be instances where individual positions must have additional licenses or certification. It is the employer's responsibility to ensure the appropriate licenses/certifications are obtained for each position

Knowledge & Skills

COMPETENCIES

Customer Focus

Build and maintain internal and external customer focus resulting in customer satisfaction with the services and products offered by the Human Resources Department. Search out ways to enhance customer satisfaction by improving the efficiency and effectiveness of service delivery.

Coordinating and Organizing

Effectively coordinate activities, services, and schedules to ensure smooth and efficient operation of work. Act as an effective communication link to Human Resources staff. Plan for success, accounting for critical details and identifying, procuring or reserving facilities, equipment and other necessary resources.

Relationship Building

Build constructive working relationships characterized by a high level of acceptance, cooperation and mutual respect. Treat everyone with dignity and respect; respect the opinions of all other people. Seek to resolve confrontations and disagreements constructively. Act as a positive influence on others.

Effective Communication

Effective communication both verbal and in writing including the compilation of reports, presentations and records; and interacting respectfully and sensitively with individuals and groups to develop and maintain productive relationships and achieve results. Consistently follow standardized rules of language regarding spelling, punctuation, grammar, word usage, sentence structure, and composition. Explain or present information in a clear, concise, logical manner that achieves understanding of the intended message.

Selection Process & Supplemental Information

To be considered for this rewarding career opportunity:

If you meet the minimum qualifications, please complete the online application and attach a detailed resume and cover letter describing your experience as it relates to the responsibilities of this position.

NOTE: Applications received without the required resume and cover letter will not progress in the selection process.

In order for your application materials to be considered, all information must be submitted by the closing date and time listed on this job announcement.

Candidates who are eligible for Veteran's Preference scoring criteria must attach a copy of their DD-214 member copy 4, (proof of military discharge form) at time of application , to be eligible for review for Veteran's Preference points.

Examination Process:

NOTE: For questions regarding this specific recruitment contact Kat Flores, () HR Analyst.

Applicants who meet the minimum qualifications will be invited to participate in an online test. This test may include, but is not limited to, questions related to human resources knowledge/experience, strategic thinking and problem-solving skills , clerical/administrative skills, oral written and communication skills, and customer service skills. The testing information will be sent to the applicants' email address after the closing date of this job announcement. In order to receive the test link, applicants must provide a valid email address on their job application/candidate profile. Applicants must complete and pass the test in order to be placed on the Eligible List for hiring consideration and possible interview.

Appointment is subject to passing a background check. New employees must successfully complete a nine-month probationary period prior to obtaining permanent status in this classification. Positions in this classification are represented by a labor agreement between the City of Tacoma and IBEW Local 483.

Communication from the City of Tacoma

We primarily communicate via email during the application process. Emails from cityoftacoma.org and/or governmentjobs.com must be placed on your safe domain list to ensure that you receive notifications in a timely manner. As a precaution, you may also want to check your junk email folders.

For assistance with the NEOGOV application process, questions regarding this job announcement, or if you are experiencing complications while applying, please contact the Human Resources office at by 4:00 pm of the closing date of the job announcement. This will allow time to assist you before the job announcement closes. ( For technical difficulties using the NeoGov system , call the applicant support line at between 6:00 AM and 5:00 PM Pacific Time.)

The City of Tacoma provides excellent medical, dental and vision plans for the whole family; paid holidays and paid leave; participation in the Tacoma Employees' Retirement System (alternate plan for Police/Fire); continuing education and advancement opportunities and a growing variety of City-sponsored health and wellness opportunities and incentives.

Medical Coverage: For eligible employees and their families, including domestic partners and dependent children age 26 or younger.

Dental Coverage: For eligible employees and their families, including domestic partners and dependent children age 26 or younger.

Vision Coverage: For eligible employees and their eligible dependents.

Paid Leave: City employees are entitled to received paid holidays, sick/vacation leave or personal time off (PTO), depending upon union affiliation and appointment type.

Insurance Plans: Employees are covered by a long-term disability plan. Short-term and expanded long-term disability insurance plans are also available to employees. The State Industrial Insurance Act also covers employees.

Deferred Compensation: Income can be set aside on a pretax basis and invested for supplementation of normal retirement income.

Retirement: All employees of the City, except members of the Police and Fire services, Tacoma Rail and certain project employees, are included in the Tacoma Employees' Retirement System. Information on the Tacoma Employees' Retirement System can be found at or by calling .

Other Employment Information

Direct Deposit: Employees are paid on a bi-weekly schedule by direct deposit.

Salary Increases: Based on satisfactory job performance, the City provides for a regular progression of salary increases for most classifications according to the salary schedule.

Union Affiliation: Many job classifications are covered by union security provisions which require union membership, dues, or payment of equivalent service fees.

Note: The provisions of this job announcement do not constitute an expressed or implied contract. Any provision contained herein may be modified and/or revoked without notice.

01

Responses to supplemental questions must be original content created by the applicant using their own words. The use of online tools or resources to create responses, such as Artificial Intelligence (ChatGPT, etc.), Google, Bing, etc., or plagiarism in any form, is considered cheating and falsification of the application. I understand that any form of cheating or falsification will disqualify my application for further consideration.

• Yes

• No

  02

  Which of the following best describes your highest level of education?

• High school diploma or equivalent

• Associate's degree

• Bachelor's degree

• Master's degree

  03

  How many years of experience do you have performing professional or technical human resources functions?

• No experience

• Less than 1 year

• 1 year to less than 2 years

• 2 years to less than 4 years

• 4 years or more

  04

  How many years of experience do you have performing administrative work?

• No experience

• Less than 1 year

• 1 year to less than 2 years

• 2 years to less than 4 years

• 4 years or more

  05

  Do you have 2 or more years of work experience in any of the following areas?

Please check all that apply.

• Preparing and editing job posting/advertisement language

• Writing reports or other documents to provide information

• Interacting with individuals and using customer service skills

• Explaining relevant information regarding job postings/advertisements or hiring processes

• Explaining relevant information related to areas of human resources

• Explaining relevant information related to subjects other than human resources

• Experience using an applicant tracking system

• Experience using computer software such as databases and spreadsheets in order to organize and retrieve information

• Experience responding to inquiries from applicants and the general public regarding application, referral, and hire status or other related inquiries

• General office experience including operation of computers

• Experience processing and managing departmental budget, payroll, purchasing, billing, and fund administration

• Experience drafting, editing and proofreading documents

  06

  Do you have 2 or more years of work experience in any of the following areas? Please check all that apply.

• Word

• Excel

• Outlook

• PowerPoint

• SAP

• SharePoint

• Web Maintenance Software

• NEOGOV

• Microsoft Teams

• Zoom

  07

  Please check the box for each area in which you have at least one year of professional work experience. Please check all that apply.

• Customer Service

• Timekeeping

• Purchasing/Procurement

• Taking Meeting Minutes

• Scheduling Meetings

• Paper File Management

• Electronic File Management

• Information Technology

• Receptionist

• Data Entry

• Producing Reports

• Compiling Data from Multiple Sources

• Training and Development support

• Benefits support

• Recruitment support

• None of the above

  08

  Please tell us how you learned about this job opening. Select one.

• Job Interest Card notification

• Professional organization

• Military organization

• City of Tacoma employee

• Online job board posting

• Word of mouth

• LinkedIn

• Tacoma Training & Education Program (TTEP)

• Indeed

• Facebook

• Instagram

• Careers in Government

• Government Jobs

• Outreach Event

• National Diversity Network

• African American Job Network

• Disability Job Network

• Asian Job Network

• Latino Job Network

• Retirement Job Network

• LGBT Job Network

• Veteran Job Network

• International Association of Venue Managers

• Teamwork Online

• Venue Coalition

• Venues Now

• International Entertainment Buyers Association

• Other (see below)

  09

  Please provide specific information regarding how you learned about this job opening. Thank you, your feedback will be used to evaluate our success reaching the public and refine our methods for future job postings.

  Required Question

Agency

City of Tacoma

Address

Human Resources Department 747 Market Street Tacoma, Washington, 98402-3764

Phone

Website

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