HR Assistant

Starting Wage: $30.16 - $37.74/hour

POSITION OVERVIEW

The human resources assistant performs administrative and clerical work in the human resources department. This position provides support to human resources in the areas of payroll, benefits, records management, recruitment, training, compliance, research, and updating and maintaining computerized data.

ESSENTIAL FUNCTIONS

The job duties and responsibilities represented in this job description do not imply that these are the only duties to be performed. Employees will be required to follow any other job-related instructions and to undertake other projects consistent with the role as requested by a supervisor.

• Provides customer service in person, via telephone, and electronically. Assists in a manner that demonstrates dedication to public service through teamwork and respect for our community. Gathers and provides information or assistance; refers to others as needed.
• Performs a wide variety of complex and confidential administrative support duties for the human resources director and other department personnel as needed.
• Processes, verifies, and maintains confidential personnel records.
• Organizes and maintains filing for all payroll and HR records.
• Serves as point of contact for HR Department’s public records requests and salary surveys; oversees records submission with city clerk and HR Director.
• Examines employee files to answer general inquiries and provides information to human resources director and authorized persons or organizations.
• Compiles and prepares meeting minutes, agendas, reports, and correspondence documents pertaining to a variety of personnel activities.
• Assists with information request from previous employers, references.
• Verifies education, certifications, and other background information to assist in recruiting efforts to determine applicants’ employment acceptability.
• Maintains human resources compliance tracking database which includes mandatory and recommended employee training, EEO information.
• Purchases supplies for department and prepare/process vouchers.
• Assists HR Staff with audits, special projects, and training activities.
• Maintains punctual and reliable attendance.

KEY COMPETENCIES

Knowledge of:

• Principles and techniques of public human resources and general office practices.
• Payroll, benefits, FLSA, FMLA, and other leave laws.
• Relevant state and federal statutes and regulations.

Ability to:

• Communicate effectively with other employees and the public, individually and in groups, verbally in-person and by phone, and in writing.
• Maintain confidentiality and professionalism.
• Meet mandatory deadlines.
• Understand and follow oral and written instructions.
• Apply human resources practices and procedures in recruitment, selection, classification, compensation, payroll, and benefits administration.
• Utilize human resources information systems.
• Accurately analyze and gather detailed metrics.
• Problem solve and troubleshoot issues.
• Demonstrate sensitivity and understanding of diverse backgrounds.
• Ability to multitask, be adaptive to change and multiple daily demands.
• Provide a high level of quality solution focused customer service.
• Assume positive intent and work collaboratively with others.

Skill in:

• Customer service principles, including telephone etiquette and appropriately responding to emotional behavior.
• Creating forms and technical writing.
• Basic mathematics to perform necessary calculations and statistical reports.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Work is primarily performed indoors in a climate-controlled office environment with low noise levels, and occasional field site visits. This work involves continuous interruptions and pressure to meet strict deadlines.

Schedule: The schedule is generally 8am-5pm, Monday-Friday with a one-hour meal break. Occasional early morning, evening, and weekend meetings or events may occur. This position is considered essential and will require an on-site presence. Alternative work arrangements may be available as decided by the human resources director following a probationary period.

Driving and Travel: Driving would typically be less than 5 hours a workweek. Travel is required to visit other work sites in the area and to attend meetings, presentations, trainings, and/or special events as needed.

QUALIFICATIONS

EDUCATION AND EXPERIENCE

Any combination of education, training, and experience that indicates the individual can successfully perform the job may be considered.

• High School diploma or GED equivalent.
• Associate degree or certificate in Human Resources or Payroll preferred.
• Two (2) years of full-time payroll and human resources support experience in a busy, high-functioning, human resources office environment.
• Proficient in Microsoft Office Suite.
• Prior payroll and human resources experience working for a public/governmental agency preferred.
• Experience working within financial / payroll systems, applicant tracking systems, website updates, and online advertising preferred.

CERTIFICATES AND LICENSES

The following certifications and licenses are required for the position (or must be obtained within the timeframe stated) and must be maintained for the duration of employment.

• A valid Washington State driver’s license (or ability to obtain one within 30 days of hire).

PHYSICAL CHARACTERISTICS

The physical attributes described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Sitting and/or standing for extended periods of time. Walking short distances. Reaching, handling and grasping documents, binders, folders and books. Clear speaking and adequate hearing sufficient to communicate effectively and respond appropriately both in person and remotely.

Repetitive motions for computer and telephone use. Exertion of force 40 lbs. occasionally and/or 15 lbs. frequently to lift/carry/move objects, files, and other materials.

ADDITIONAL REQUIREMENTS

• A history of and ability to maintain safe and responsible driving that meets the city’s motor vehicle record minimum driving requirements.
• Ability to pass position relevant pre-employment screening.

The requirements outlined in this job description may be modified to reasonably accommodate individuals with disabilities who are otherwise qualified for employment.

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.

ADDITIONAL INFORMATION

At the City of Gig Harbor, our aim is to extend salary offers that fall within the range from the minimum to the midpoint. These offers will be determined by assessing the applicant's relevant experience in alignment with the requirements of the applied position at the city, alongside a comprehensive evaluation of pay rates for our existing employees engaged in comparable roles. It's important to note that our salary ranges are currently under review and may be subject to adjustment.

• The City of Gig Harbor offers a comprehensive benefits package including medical, dental, vision, retirement plans, paid leave, life and disability coverage, and additional wellness and financial programs. Click here for more information.
• This position is classified non-exempt and is eligible for overtime under the Fair Labor Standards Act (FLSA).
• This position is non-represented.
• If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please contact Human Resources at .
• To be considered you must submit and complete an online application through that reflects all relevant education and experience which addresses how you meet the minimum and/or preferred qualifications for this position.
• Applications will be screened September 9 with interviews scheduled September 22.