Human Resources Administrative Clerk

THIS POSITION IS DESIGNATED AS NON-BARGAINING UNIT AND THE INCUMBENT SHALL SERVE IN AN "AT-WILL" CAPACITY. 

Greets the public, answers and routes administrative telephone calls, and handles pass sales. Provides clerical and administrative support to the Human Resources Department such as answering routine employee and customer questions, maintaining employee records and supporting department programs. 

The following duties are standard for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

Receives and directs visitors and provides general information to the public.

Provides regular administrative support to the Human Resources Department, to include data entry. Serves as primary support for HR staff processes. Responsible for timely distribution and completion of requested items.

Issues, sells and distributes bus passes, and collects sales revenue. Works with Finance Department to resolve any issues associated with distribution and sale of passes.

Logs incoming payments (i.e. checks and credit cards) received by mail and processes them through cash register.

Answers incoming administrative telephone calls; makes necessary connections, and takes messages.

Answers routine customer and employee related questions.

Assists with preliminary or initial in-take of customer information, as it relates to ADA applications or reduced fare identification cards.

Accepts and processes walk-in complaints. Takes detailed information for appropriate parties.
 
Maintains lost and found items and corresponding log. Tracks and discards lost and found articles. Prepares and mails correspondence to notify customers of lost items. Assists customers needing to retrieve lost and found items. Maintains per the policy and tracks all relative materials and inventory.

Processes incoming Agency mail by date stamping and distributing to the appropriate departments. Handles outgoing mail and post office runs. Handles daily scanning of Human Resources mail. Responsible for outgoing mail needs for the department.

Maintains employee, dependent and visitor ID badge system. Audits system regularly.

Scans and maintains employee and Agency documents in Agency’s Electronic Document Management System (EDMS) according to established retention schedule.

Responsible for organizing and maintaining files by sorting and filing documents and records alphabetically.
Assists with receiving and directing candidates for recruiting personnel. May assist with proctoring exams for recruitment. May assist interested applicants with recruitment related questions.

Assists recruitment personnel with data entry, appointment scheduling, and file preparation, as needed.

Utilizes established letters and memoranda to communicate with internal and external customers as needed.

Runs errands on a regular basis for the Department/Agency including going to the post office to drop-off/pick-up mail and other errands in support of the Agency’s Board Meetings and other programs.

Assists with milestone anniversary processing.

 Ability to speak Spanish is required.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); and a minimum of one year experience in customer service and two years’ experience in administrative support. Experience working in a dedicated Human Resources department or supporting Human Resources and/or Executive teams is strongly preferred. 

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

COMPUTER SKILLS

Knowledge of basic office equipment and personal computers. Familiarity with software programs such as Microsoft Office, to include Word, Power Point, Outlook, Access, etc. Strong Excel skills.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATIONS, LICENSES, REGISTRATIONS
Must possess and maintain a valid California driver's license.

OTHER SKILLS AND ABILITIES

Knowledge of basic office equipment.  Ability to type 45 wpm and use a ten-key calculator.  Ability to organize and plan workload and work independently.  Ability to establish and maintain effective working relationships with others. Ability to keep confidential information.  

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.  The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

The noise level in the work environment is usually moderate.

Note to Internal Candidates:
 The following areas will be reviewed as part of the selection process: 

• Will be required to pass job related skills test(s).Testing may include, but is not limited to:
  • Written test(s)
  • Oral test(s)
  • Practical test(s)
• Past year performance record will be reviewed:
  • Discipline other than attendance & accidents - only 1 written warning in last year. Excludes accidents and attendance, which are described below. 
  • Must have zero additional disciplinary actions, i.e. no:
    • Further Written Warnings
    • Final Warnings
    • Suspension
  • Must have no more than 1 Late Arrival within the last 12 months. 
  • Must have no more than 1 Attendance Point in the last year.  
  • Must have zero preventable accidents / max of 1 written warning in the last year.
  • Performance Appraisal ratings must be at or above "Meets Standards."
  • Applications to transfer to a different department will be accepted once the 120-day probationary period has been successfully completed.

Department:   Human Resources
Reports To:    Human Resources Manager
FLSA Status:  Non-Exempt