Description/Distinguishing Features
The Human Resources Assistant is responsible for performing human resources administrative support activities for internal and external customers. In addition, this role will answer inquiries and obtain information for customers, visitors and other interested parties. The Human Resources Assistant serves as the first-line professional face and voice of the department.
Examples of Duties
A qualified individual with a disability must be able to perform the essential functions of the position with or without reasonable accommodation.
Welcomes visitors by greeting them kindly and professionally, in-person and/or or on the telephone; serves as the department’s main point of contact for 311 service messages and responses.
- Works closely with the Talent Acquisition Specialist and prepares and coordinates recruitment sources for weekly open positions. Assists with testing for applicable positions. Maintains the City’s vacancy report and assist with Job Fairs.
- Experience with Kronos (HRIS) helpful but not necessary.
- Sorts and distributes incoming mail.
- Prepares invoices and procurement card charges for payment by accounts payable.
- Maintains and organizes position allocation forms/status forms and activity for quarterly review with the unions.
- Orders supplies for the department.
- Completes comparable wage and benefit surveys.
- Coordinates and schedules various meetings.
- Performs other related duties, as assigned.
Essential Qualifications
- High School Diploma with a minimum of two (2) years of applied human resources experienced preferred.
- Excellent decision making, problem-solving, and analytical skills.
- Ability to develop and nurture strong, productive relationships with all levels within the organization, respecting established processes and fostering an environment of mutual respect.
- Excellent organizational, multi-tasking and prioritizing skills.
- Strong, clear communicator and excellent interpersonal skills; proven ability to effectively and positively communicate with the general public and all levels within the organization.
- Previous experience utilizing ERP & HRIS systems is preferred.
- Ability to maintain the highest level of confidentiality in daily contact with sensitive business intelligence, financial, and protected health information is required.
- Proactive and positive customer service skills with both internal and external customers.
- Demonstrates a sense of urgency, prioritizes well, shows energy, responds to opportunities, instills urgency in others, and meets deadlines.
Acceptable Training and Experience
Knowledge of:
- Clerical and office functions, procedures, activities and record keeping.
- Filing systems.
- Developing, maintaining and updating office records and files.
- Time management.
- HIPAA laws
- Excellent judgment (knowing when to take action and when to ask for help)
- Union contracts. (desirable)
- Municipal operations (desirable).
The City of Kalamazoo is an Equal Opportunity Employer. We are committed to creating a diverse, equitable and inclusive organization where different perspectives and experiences are welcomed and encouraged. Studies have shown that women and people of color, are less likely to apply for jobs unless they meet all of the qualifications listed. The City of Kalamazoo is most interested in finding the best candidate for the job, and that candidate may be one from a less traditional background. If you have transferable experience, please tell us about it. This approach will give each current and potential employee the opportunity to learn, grow and contribute to the City of Kalamazoo.
