The Human Resources Assistant plays a critical role in supporting the organizational needs of the Human Resources (HR) team within the Mayor’s Office Human Resources Department. This position provides administrative and operational support to ensure the efficient functioning of HR processes and contributes to the effective management of the Mayor’s Office workforce. The HR Assistant will focus on a variety of HR tasks aimed at enhancing and streamlining office operations, fostering a positive work environment, and maintaining compliance with city policies and regulations. Assignments are received from, carried out for, and reported directly to the Human Resources Manager.Essential Function:Onboarding and Offboarding:Assist with onboarding new hires, including coordinating background checks, processing conditional offers, organizing new hire paperwork, facilitating orientation sessions, and issuing Municipal IDs.Support offboarding processes, including preparing separation paperwork, coordinating exit interviews, and creating Service History Records for employees resigning or retiring.Employee Support:Act as a first point of contact for employees and applicants, addressing frequently asked questions regarding standard policies, benefits, hiring processes, and general HR inquiries.Respond to routine emails and inquiries, escalating complex matters to the HR Manager as needed.Data Management:Maintain accurate personnel records by creating, updating, and organizing physical and electronic personnel files.Enter and process Oracle transactions related to hiring, terminations, promotions, and leaves of absence.Update and manage spreadsheets, trackers, and databases, such as the Human Resources Tracker, ensuring timely and accurate information.HR Operations:Assist with annual open enrollment for employee benefits, ensuring accurate communication and documentation.Monitor and manage employee leave requests, ensuring compliance with city policies and procedures.Support compliance audits by maintaining up-to-date and accurate documentation.Administrative Support:Prepare reports, correspondence, and presentations as directed by the HR Manager.Provide logistical and administrative support for special projects, training sessions, and audits.Coordinate schedules, materials, and logistics for employee orientation, training, and development programs.Handle routine clerical functions, such as filing, data entry, and organizing HR materials.Special Projects:Collaborate with the HR Manager on initiatives aimed at improving HR processes, enhancing employee engagement, and ensuring compliance with city-wide policies.Assist in creating and distributing HR communications, including updates to policies, procedures, and announcements.Other Duties as Assigned:Perform additional responsibilities as needed to support the Mayor’s Office Human Resources Department and its goals.Knowledge, Skills, and AbilitiesKnowledge:Comprehensive understanding of Oracle database management systems, including data input, retrieval, and reporting functions.Strong working knowledge of the Microsoft Office Suite, particularly Word, Excel, PowerPoint, and Outlook.Familiarity with administrative board rules and the employee handbook, with the ability to interpret and explain policies and procedures.Awareness of human resources processes and general administrative functions within a governmental or organizational setting.Skills:Organizational Skills: Demonstrated ability to manage multiple projects, tasks, and priorities effectively in a dynamic, fast-paced environment.Communication Skills: Strong verbal and written communication skills, with the ability to interact professionally with diverse teams and city departments.Interpersonal Skills: Proven ability to collaborate across departments and teams, fostering a supportive and cooperative work environment.Data Entry and Typing: Proficiency in accurate and efficient typing and data entry to maintain precise records.Time Management Skills: Ability to meet deadlines while balancing competing demands and shifting priorities.Abilities:Ability to work both independently and as part of a team, adapting to varying work demands and schedules.Capacity to understand, interpret, and communicate policies within the employee handbook and administration board rules.High attention to detail with the ability to organize and coordinate tasks to ensure smooth workflow.Flexibility to adjust to new challenges or processes within a fast-paced HR environment.Ability to handle confidential and sensitive information with integrity and professionalism.
