Human Resources Assistant

Maintaining efficiency and economy in operations management requires flexibility in job assignments. While each employee shall have a primary responsibility for the job in which that employee has been hired or later promoted to, each employee may be expected to perform other jobs from time to time.

SUMMARY :

Under the direction of the Director of Human Resources, the Human Resources Assistant serves as the Human Resources receptionist and is responsible for providing excellent customer service to all MTS employees, applicants and guests.

The Human Resources Assistant contributes to achievement of the department’s mission by maintaining the Agency’s electronic document management system, issuing Agency identification cards to employees and contractors, and administers MTS’s electronic keycard system.

Additionally, the Human Resources Assistant provides a broad array of administrative support for the department’s benefits, talent acquisition, and training teams.

The Human Resources Assistant must show excellent judgment and maintain confidentiality while handling sensitive issues such as updating personnel records and performing reference checks.

EXAMPLES OF DUTIES : Essential Functions

Essential Functions

• Serves as receptionist for the Human Resources, Payroll, Risk Departments.
• Answers a variety of questions regarding hiring procedures, open positions, payroll forms and MTS policies and procedures.
• Assists with data entry in the Agency’s HRIS and online benefits systems.
• Assists applicants with online application submittals both on the telephone and via email, as well as in-person using the computer kiosks located in the Human Resources lobby.
• Troubleshoots MTS Career Center and ADP Recruitment Management (RM) (ATS) applicant issues.
• Creates notes regarding individual applicant correspondence and recruitment status in RM.
• Sends forms and emails to mass applicant batches through Virtual Edge.
• Assists with full-cycle recruitment for entry-level positions; including, but not limited to, posting positions on various websites, reviewing applications, conducting phone screens, conducting in-person interviews, scheduling background checks and checking references.
• Schedules new-hire physical examinations, coordinates new-hire orientation and audits new-hire entries in the payroll / HRIS system.
• Responds to employment verifications.
• Maintains the Human Resources Jobs Email and responds promptly and accurately to all inquiries.
• Maintains scanned employee files in the Agency’s document management system. This includes, but is not limited to, inputting, filing and appropriately distributing confidential information regarding employee personnel actions and medical information, as well as reviewing and filing medical documents for DMV recertification and pre-employment physicals.
• Determines eligibility and issues ID Cards to employees, contractors, retirees and dependents.

Duties May Include, But Are Not Limited To, The Following :

• Assists in planning employee recognition functions.
• Verifies accuracy of personnel information in HRIS.
• Responds accurately to inquiries from the public or directs members of the public to the appropriate MTS contact.
• Stocks supplies in the Human Resources office.
• Assists with special projects as needed.
• Performs other duties as assigned.

QUALIFICATIONS :

Knowledge, Skills and Abilities

• Knowledge of or ability to learn MTS policies and regulations, ability to read, understand and apply MTS policies, regulations and union labor contracts;
• ability to use ADP and HRIS software to accomplish given tasks; ability to write letters, memoranda and reports using clear, concise and grammatically correct English;
• ability to speak clearly, distinctly and effectively in person-to-person or small group situations using tact and diplomacy;
• ability to coordinate and initiate actions necessary to implement decisions and delegate responsibilities to appropriate personnel;
• ability to establish and maintain priorities in order to complete assignments by deadlines without detailed instructions;

skill in verifying the accuracy and completeness of forms and reports; knowledge of Microsoft Word and Excel and the ability to learn and use other software that MTS might have or acquire.

Physical Requirements

The successful candidate must be able to fulfill the physical demands of the job such as walking, stooping, sitting, bending, reaching for overhead files and occasional lifting (must be able to lift up to 15 pounds).

Must be able to operate a motor vehicle and perform tasks involving manual dexterity, such as use of a computer and 10-key.

Work will at times require more than 8 hours per day or an irregular work week to perform the essential duties of the position.

Duties will be performed primarily in an office type environment and may require travel to external locations and agencies.

Experience / Education / Certificates / License(s)

Possess a bachelor’s degree in Business Administration, Public Administration or related field or equivalent work experience in the area of Human Resources.

Requisite knowledge, skills and abilities may be substituted for the degree requirement. Experience with the ADP HRIS system (Enterprise or Vantage) is desirable.

Must possess and maintain a valid California driver’s license.

GENERAL :

Must satisfactorily pass all applicable examinations including, but not limited to, a pre-employment physical, drug screen and background check.

SALARY GRADE :

The anticipated starting pay for this position is between $48,000 - $56,000. This range represents the expected starting salaries for new hires, typically within the lower to mid-portion of the overall salary range, which encompasses the full potential earnings for the role.

Candidates with salary expectations outside of the anticipated hiring range may reach out to the Talent Acquisition Specialist facilitating this recruitment for more information.

Salary Offers are based on factors such as knowledge, skills, abilities, and relevant experience of the successful candidate, while taking into account internal equity, budget constraints, and other market factors.

This position is in salary grade #3, which has a minimum of $47,311 and a maximum of $67,182. Salary grades are typically adjusted annually to ensure they remain market competitive.

DISCLAIMER : The above described job elements are intended to indicate the general nature and levels of work being performed by employees assigned to the job.

They are not intended to be an exhaustive list of duties, responsibilities and skills required of employees so classified.

Management retains the discretion to add to or change the duties of the position at any time .