Assistant Personnel Specialist

Position Description Human Services, a department of the City of Seattle, funds and operates programs and services that meet the basic needs of the most vulnerable people in our community xe2x80x93 families and individuals with low incomes, children, domestic violence and sexual assault victims, insecurely housed and homeless individuals, seniors, and persons with disabilities. We invest in programs that help people gain independence and success. The Human Services Department is seeking qualified applicants for an Assistant Human Resources Specialist. This is an opportunity to grow your career in Human Resources by providing a broad range of HR services to support the Human Services Departmentxe2x80x99s Human Resources Team and department employees. The Human Resources team in Human Services partners with executive and management teams, the Union (ProTec Local 17), centralized Seattle Human Resources, the departmentxe2x80x99s Race & Social Justice Change Team and other stakeholders to meet business goals with focus on results, racial equity, stewardship, innovation and employee experience. Job Responsibilities The Assistant HR Specialist acts in a support role to manage vital administrative functions for the HR team and plays a direct role to help maintain team cohesiveness, collaboration, and HR service delivery. This position is the first and primary contact for general HR inquiries, so customer service is key. This position manages HR office functions, administers the HR Director’s calendar, maintains local HR files and records, sets meeting agendas/takes meeting minutes, and backs-up employee onboarding of department new hires. The Assistant HR Specialist works closely with HR staff to complete administrative tasks, projects, and confidential work assignments. This position also develops and recommends work processes and procedures within assigned work functions and is responsible for communicating and training HR staff on any new or updated office processes and procedures. HR Office Management xe2x80x93 Manage office equipment, supplies, purchasing, and invoicing; maintains HR tracking logs; generates reports and follows-up with department leaders to ensure timelines are met. Develops and maintains HR office operational processes and procedures. Successful candidates have experience developing tracking databases and generating reports. Manage HR Director’s Schedule xe2x80x93 Coordinate meeting invites and responses on behalf of the HR Director; develop meeting agendas; attend meetings and take notes as needed. Successful candidates are known for their consistent professionalism, integrity, and ability to maintain confidential information. Individuals must be highly organized and have great customer service skills. Records Management xe2x80x93 Manage HR physical and electronic files; ensure retention schedules are met; coordinate file archiving; create new employee files; recommend and develop best practices for HR records management. Other HR Support xe2x80x93Key card coordination; HR compliance posting; consolidate meeting agenda items and meeting notes; serves as backup for employee onboarding; coordinate HR events and complete other HR work assignments. Successful candidates demonstrate forward thinking, prioritize and complete work assignments on time. To be successful in this role you will need the ability work independently performing the following: Manage department and/or executive calendars, taking and directing in-person visitors and phone calls, maintaining HR files, setting meeting agendas and notetaking, and managing operational processes, i.e. ordering supplies, invoice tracking, obtaining signatures, etc. Use various Microsoft Office Suite software such as Word, Excel, Outlook and SharePoint, including: creating and editing correspondence, entering data and creating reports using an HR Information System (HRIS), updating web information, managing e-mail folders and calendars. Qualifications Minimum Qualifications Two years of progressively responsible clerical work in a personnel office setting is required (or a combination of education and/or training and/or experience which provides an equivalent background required to perform the work of the class). Desired Qualifications: Commitment: 1) Passionate about contributing meaningfully through public service, 2) values a workforce that is representative of our community, 3) has firm work ethic and integrity to advocate on behalf the City and its employees, 4) commitment to advance racial equity and social justice, and 5) has abilities to be a problem solver and thought partner. Skills: Excellent customer service, critical thinking, organizational and prioritization skills; ability to accurately communicate complex information verbally and in writing; ability to be flexible and work through ambiguity; cultural competence; good listening and note-taking skills. HR Discipline Experience: Prior professional experience with onboarding new staff, referring questions about leaves or benefits, supporting personnel transaction data entry processes, or supporting recruitment and selection process activities, is highly desirable. Professional work experience in a confidential environment that is often fast paced with regular changing tasks. Additional Information Your application will not be reviewed if these items are missing or incomplete. The full salary range for this position is $32.42 – $37.82 per hour. Hiring Process Applications are reviewed after the posting closes. Qualified candidates must submit the following to be considered: Completed NEOGOV online application. Current rxc3xa9sumxc3xa9 indicating relevant experience and education. Cover letter describing how your skills and experience align with the stated job responsibilities and qualifications. Supplemental questionnaire responses Offers of employment are contingent on verification of information provided by the applicant as part of the application process, including a background check. Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City’s website at: https://www.seattle.gov/human-resources/benefits/employees-and covered family-members/most employees-plans The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.