Personnel Assistant - Confidential (Extra Help & Full Time)

Under general supervision to prepare and process a variety of personnel documents and reports; to prepare and process payroll information and documents; to provide information to others about personnel systems and policies; to coordinate and facilitate recruitment and selection activities; and to do related work as required. Advises agency management regarding matters related to personnel and payroll.

The Personnel Assistant class is a single-position class. The incumbent performs a variety of specialized support functions with respect to the County payroll and personnel functions and the recruitment and selection and personnel activities with California Merit System Services when assigned to Human Services Agency.

EXAMPLES OF DUTIES:

• Duties may include but are not limited to the following:
• Processes the Departments staff personnel evaluations.
• Maintains and certifies eligible lists to management staff.
• Schedules and contacts job candidates for selection and employment interviews.
• Contacts Department units for recruitment requests.
• Provides assistance in preparing vacancy announcements.
• Prepares and processes personnel transactions including hires terminations and leaves of absence.
• Prepares a variety of correspondence related to the employment process.
• Enters personnel data into a computer system.
• Establishes personnel records and files for new employees.
• Signs-up new employees for benefit programs.
• Assists with the preparation and processing of the biweekly payroll.
• Coordinates payroll transactions with County Departments such as the Auditor-Controller and Human Resources.
• Serves as a liaison with other Departments with respect to personnel and payroll transactions and recruitment and selection activities.
• Provides explanations and interpretations of personnel and payroll policies and rules including those administered by Merit System Services when assigned to Human Services Agency.
• Interprets applies and explains related laws rules and regulations.
• Researches questions from staff by consulting policy and procedure manuals and other documents related to personnel issues.
• Provides responses to inquiries.
• Conducts new employee orientation.
• Performs analytical work and administrative support for Staff Services Manager and Staff Personnel Analyst

Knowledge of:

• Principles and practices of payroll and personnel recordkeeping functions.
• Laws rules regulations and policies involving County and California Merit System Services personnel systems.
• Computerized systems for maintaining personnel and payroll data.
• Modern office practices procedures and equipment including filing methods and procedures.
• Principles and practices of recruitment and selection in a Public Agency.
• Applicable state and federal laws regulations. Including EEO/Affirmative Action guidelines.
• Methods of recruitment and examining.
• FLSA FMLA ADA and other Federal and State laws and regulations.

Ability to:

• Perform a variety of complex support functions for personnel and payroll systems.
• Maintain and update a computerized personnel and payroll database.
• Understand interpret apply and explain personnel payroll and recruitment and selection rules regulations policies and procedures.
• Gather data and prepares reports and make arithmetical calculations quickly and accurately.
• Coordinate a variety of transactions between the Department other County departments and California Merit System Services.
• Establish and maintain cooperative working relationships.
• Train staff in work procedures
• Perform a variety of analytical work administrative support assignments.
• Function under minimal supervision exercising sound judgment in making independent decisions.
• Reason logically.
• Perform and document research in dealing with personnel issues.
• Speak and write effectively and use correct English spelling grammar and punctuation.
• Deal with difficult or upset staff and others in the course of work.

ESSENTIAL FUNCTIONS

• Regular attendance is an essential function.
• Operate a personal computer and other office equipment including repetitive hand and arm motions.
• Frequent use of hand-eye coordination.
• Occasionally required to sit for extended periods.
• Communicate effectively with others in person and over the telephone.
• Analyze data interpret policies procedures and regulations develop appropriate conclusions and prepare reports.
• Meet deadlines under stressful conditions.
• Resolve conflicts and respond appropriately to complaints.
• Complete multiple priority projects with conflicting deadlines.
• Maintain confidential information in accordance with legal standards and/or County regulations.
• Prepares quarterly reports concerning staff.
• Perform personnel and payroll functions.
• Make presentations/new employee orientation.
• Balance multiple tasks and deadlines.
• Operate Imaging system for personnel records.

Three (3) years of financial and personnel recordkeeping experience including at least one (1) year processing detailed personnel transactions.