Under general supervision, performs a variety of technical and administrative duties in supporting the City's human resource management programs and services; assists with employment, benefits, and records management functions; participates in surveys and requests for human resources data; performs responsible accounting support work in the preparation, processing, and maintenance of payroll records; and performs related work as assigned.
Examples of Duties:
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.
Drafts job announcements, advertisements, and other recruitment materials; screens applicant resumes and employment applications to assure attainment of minimum qualifications. Utilizes recruiting software to facilitate employee recruitment including job postings; forwards applications for review; prepares and tracks applicant listings and submits response letters; schedules and coordinates interviews; answers applicant questions regarding City employment procedures. Schedules and sits in on selection interviews; creates lists of eligible and final candidates; produces employment offer letters in approved formats; arranges physical examinations and other pre-employment testing. Assists in preparing responses to employment, salary, and benefits surveys and in assembling and compiling results of surveys on behalf of the City of Lake Forest. Process forms for new employees including employment offers, authorization forms, and related paperwork; coordinate employee orientations. Reviews and verifies employee benefit billing and premium statements for payment purposes and researches census data and employee changes; maintains benefit records and reviews weekly reports. Maintains internet/intranet portals and Human Resources Information Systems (HRIS) by updating employee, benefit, and other information; assists employees in accessing information; organizes, maintains, and updates employee personnel files and employment records. Reviews performance evaluations for completeness and accuracy; updates employee action forms; prepares monthly performance evaluation reports. Coordinates training programs, employee seminars, benefit fairs, employment orientation programs, and other special events; schedules rooms or facilities, notifies participants and assembles materials; coordinates annual open enrollment for benefit renewal. Orders and stocks personnel forms, summary plan documents, and orientation kits; reviews and verifies invoices and purchase orders for Human Resources services. Researches, compiles, and prepares reports for higher level staff as requested. Performs a range of technical accounting duties in support of the payroll function; gathers necessary information including hours worked, status changes, and various deduction changes; inputs employee time sheets and verifies hours and time off; updates employee leave balances and related payroll records including use of vacation, sick leave, and related benefits; processes payroll checks; responds to employee questions related to timesheets or use of paid leave; files documents and reports. Participates in defining and documenting processes and procedures related to assigned functions and department; evaluates existing workflow, processes, and procedures to ensure they are current and meet any documented requirements; participates in the preparation of recommendations for changes; ensures documentation is current for audit purposes. Generates and prepares a variety of complex financial, accounting, and statistical statements, analyses, documents, and reports required for management reporting by utilizing both manual and computerized spreadsheet applications; assists other accounting staff and departmental management in the preparation of reports and presentations to City management and the City Council; researches and gathers information from a variety of sources for the completion of forms or preparation of reports. Reviews W-2's and year end payroll tax reports received from outside vendor. Prepares routine payroll journal entries. Performs a full range of customer service duties related to area of assignment; provides telephone and office support coverage; provides information to the public, other governmental agencies, and City staff requiring the use of independent judgment and the interpretation of a variety of policies, rules, and procedures. Responds to public inquiries in a courteous manner; provides information within the area of assignment; resolves complaints in an efficient and timely manner. Updates and revises desk manuals/policy manuals to reflect changes in policies and procedures. Performs related duties as required.
The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.
Practices and techniques of public personnel administration, including recruitment and selection procedures; federal and state non-discrimination laws and regulations; City personnel rules and employment practices; basic data gathering and analysis techniques; Human Resources information technology applications; payroll procedures and payroll processing methods, techniques, and terminology; basic principles and procedures of financial record keeping and reporting; data entry, record keeping, and filing techniques; basic principles and practices of report preparation; mathematical principles; modern office procedures, methods, and related computer equipment and software applications, including word processing and spreadsheet applications; proper phone technique and etiquette; correct English usage, including spelling and grammar; customer services practices.
Receive and process information and documents according to established guidelines and procedures; prepare clear, concise and accurate reports, correspondence and other written materials; perform a variety of financial and statistical record keeping duties in support of assigned functions and services; verify, interpret, and reconcile financial data and accounting information; ensure proper authorization and documentation; organize work and set priorities to meet deadlines; follow accounting rules and department procedures; make calculations and tabulations accurately and rapidly; prepare clear and accurate accounting records; provide customer service and deal tactfully and courteously with the public, other City employees, and other agencies; perform mathematical calculations; operate office equipment including computers and supporting word processing and spreadsheet applications at a highly proficient level; enter and retrieve data from computer systems; understand and carry out oral and written instructions; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work; exercise tact and diplomacy in dealing with sensitive, complex and confidential personnel issues and employee situations; organize and maintain specialized files.
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or a G.E.D equivalent and two years of increasingly responsible office administrative experience, preferably in human resources and/or payroll; or an equivalent combination of training and experience. Completion of courses in human resources and management and/or payroll is desired but not required.
The physical and mental demands and work environment described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this class, the employee is regularly required to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Specific hearing abilities required by this job include hearing in the normal audio range with or without correction. Specific vision abilities required by this job include close vision and the ability to adjust focus.
While performing the duties of this class, the employee must be able to use written and oral communication skills; read and interpret data, information and documents; interpret policies and procedures; use math and mathematical reasoning; learn and apply new information or new skills; work under deadlines with constant interruptions; and interact with the general public, outside organizations, business representatives, employees, and others encountered in the course of work, including occasionally dealing with conflict situations.
The employee primarily works in a standard office setting with extensive public contact and frequent interruptions.
City of Lake Forest, CA - 19 months ago