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job description
administrative services technician (hr assistant)
position: administrative services
department: administrative services
reports to: administrative services director flsa status: non-exempt
pay range: 30 date prepared: january 2024incumbent:general description:under supervision of the administrative services director, provides simple to complex and confidentialadministrative support functions to human resources, administration, and various departments withinthe district.essential functions: - essential responsibilities and duties may include, but are not limited to, thefollowing:• coordinate and process various personnel/payroll activities, including performance evaluations,
personnel action forms, wage verifications, and other related personnel tasks.
• implement negotiated salary/benefit conditions, administer disability and workers' compensation
integrating with accrued leaves, and monitor benefit premium billing.
• maintain informed status of current developments and sources of information regarding pay
issues, including the mou and california labor law.
interface with payroll and/or auditors duringannual audit process with respect to workers' compensation payroll reconciliation and reportingrequirements.
• process workers' compensation claims and benefits; schedule appointments; compile statistical data and prepare reports; assist employees with filing procedures and respond to claim inquiries; monitoropen and closed claims; work closely with adjustors, case managers and carriers.
• organize, maintain, and automate where possible the retention of all confidential personnel,training, safety, and other related files in accordance with applicable regulations and personnelprocedures, in both paper and electronic formats.
• coordinate and organize implementation of various training activities.
verify completion of training and schedule make-up training when needed.
• assist employees with obtaining and retaining certifications.
• provide administrative support for the district's safety program, coordination of required physical
exams and random drug/alcohol testing program in compliance with the department oftransportation (dot) and district policy.
maintains driver qualification (dq) files and oversees thebiennial inspection of terminals (bit) program.
• respond to inquiries from employees and the public regarding various personnel procedures,policies, programs, payroll, employment opportunities, benefits, and other related humanresources, payroll, and safety programs.
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• assist with administering the district's benefits programs including health, dental, vision, employee assistance program, life, disability, leaves of absence, retirement, deferred comp, section 125 planenrollment (flexible spending accounts), changes, termination, and/or cobra by disseminatingemployee information regarding same, communicating with carriers and providers, andreconciliation and payment of benefit insurance premiums.
• assist in coordinating recruitment activities by preparing and distributing job announcements,placing advertisements, verifying advertising bills, tracking applicant paperwork, schedulinginterviews, and notifying applicants.
• assist in new employee onboarding process by preparing paperwork, reviewing paperwork withnew employee, scheduling exams, and appointments, and tracking the steps of the new employeeonboarding process.
• assist in processing property/liability claims against the district including conducting on-site visits and investigations, providing information, and responding to claimants; monitoring open and closed claims;working closely with adjustors and carriers.
• assist with a variety of special projects, for example but not limited to, administrative support for labor negotiations, total compensation (salary and benefits) surveys.
• assist with the coordination of employee-related celebrations and functions.
• prepare correspondence and schedules appointments for department heads and staff.
• regular attendance and punctuality, and adherence to prescribed work schedule.
• establish and maintain cooperative working relationships with co-workers, outside agencies,
contractors, and the public.
• participate in training and continuing education programs.
• perform related duties as assigned.qualification requirements:to perform this job successfully, an individual must be able to perform each essential 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 theessential functions.knowledge of:• principles, practices, methods, and procedures utilized in human resource administration, including
pertinent local, state, federal and calpers laws and regulations relevant to public sector personneladministration and laws governing wage and hour calculations, tax deductions, and related payrollissues.
• principles and practices of public agency personnel administration including classification,compensation, recruitment, and selection.
• principles and practices of benefit administration, training, and employee development.
• principles and practices of employee/labor relations.
• principles and practices or training and personnel evaluation.
• methods and techniques used in assessing liability claims for property damage and accidents.
• worker's compensation, liability and property claim administration.
• pertinent federal, state, and local laws, rules, and regulations.
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• general office methods, including filing systems, document preparation, and the operation of office equipment.
• operation and application of microsoft office, including word processing and spreadsheetprograms.
• correct application and usage of the english language, including spelling, grammar, andpunctuation.
ability to:• read, interpret, and apply complex regulations, policies, procedures and contract provisions.
• collect, analyze and interpret survey and statistical data.
• interpret and apply applicable federal, state, and local laws, rules, and regulations.
• deal constructively with conflict situations.
• use sound judgment within established guidelines.
• coordinate and facilitate district training programs and recordkeeping.
• maintain a high degree of confidentiality of personnel and recruitment records and in all aspects of
labor relations.
• research and prepare clear and concise comprehensive reports, correspondence and other written
material and maintain accurate records.
• establish and maintain cooperative and courteous working relationships with those contacted in
the course of work.
• communicate clearly and concisely, both orally and in writing.
• understand and effectively convey personnel policies and procedures to employees, supervisors,
managers, and the general public.
• organize and manage multiple priorities and with minimal supervision.
• process documents in accordance with codes and requirements.
• prepare accurate minutes and reports from handwritten notes and recorded media.
• effectively represent the district with the public.
• prepare correspondence and reports.
• provide general administrative assistance to management and district staff.
• use a variety of office equipment, i.e. copy machine, scanner, postage machine.
• understand and carry out oral and written directions.
• establish and maintain cooperative and effective working relationships with those contacted in the
course of the work.
• read, write, and type at the level (speed and accuracy) required for successful job performance.physical demands:the physical demands described herein are representative of those that must be met by an employeeto successfully perform the essential functions of this job.
reasonable accommodations may be madeto enable individuals with disabilities to perform the essential functions.while performing the duties of this job, the employee is regularly required to speak and hear toeffectively interface with other staff members, managers, partner agencies, insurance carriers, and thepublic; maintain the capacity to sit at a computer for an extended period of time; walk, stand, kneel,
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stoop, bend; use hands and fingers to write and to handle, grip, feel and operate equipment.specific vision abilities required by this job include close vision, distance vision, peripheral vision, and the ability to adjust focus.inside: the majority of the job activities are performed indoors in a temperature
controlled environment.noise/vibration: minimal exposure to noise generated from the operation of office equipment.other requirements:education/certification:• high school diploma or general education degree (ged).
coursework in human resources, business
administration or related fields is desirable.
• professional in human resources (phr) certification is desirable, but not required.
incumbents will
be encouraged to obtain this certification.
• must possess a valid california driver's license, have a satisfactory driving record, and be insurable
by the district to operate district vehicles.experience:minimum of three years of increasingly responsible professional and technical human resources andadministrative support assistance; two years of which must have included experience in benefits,recruitment and selection, and personnel actions.
public agency experience is desirable.work hours:7:00 a.m. to 4:00 p.m., monday through friday.
subject to change as required to meet the needs ofthe district.
must be willing to work occasional overtime and attend meetings outside of regularworking hours.
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