Human Resources - Clerk

Position Summary

The Clerk is a customer service-oriented position providing skilled clerical and administrative work in supporting the functions of the Human Resources Department.

Essential Functions

• Greeting visitors, answering telephones, filing, mail distribution, and referral of customers for City services and programs
• Supporting the hiring of new employees by scheduling candidate interviews; running background checks and performing CORI checks on newly hired employees
• Reconciling attendance records for all City departments
• Coordinating Medicare coverage for eligible retirees
• Tracking FMLA usage
• Processing insurance benefit and premium payments
• Responding to State Unemployment Assistance claims received by the City
• Digitizing files for permanent record keeping
• Keeping updated on federal, state and City policies & regulations
• Performing similar or related work as required, directed, or situation dictates

Regular attendance at the workplace is required.

Supervision and Accountability

• Supervision Required: Works under direction of the Human Resources Director. Employee expected to determine own work plan and procedures independently with little or no direct supervision.
• Supervisory Responsibility: None.
• Confidentiality: The employee has access to confidential information such as department and personnel records, which must be maintained in accordance with the State Public Records Law.
• Accountability: Work affects the accuracy, reliability, and acceptability of department services, and affects the work of other departments and employees. Consequences of errors or poor judgment may include adverse customer relations, and correction of errors.
• Judgment: Employee is expected to use sound judgment in selecting the most appropriate procedure or method to apply in a particular situation, including the handling of personnel information.
• Complexity: The work consists of a variety of duties which generally follow standardized practices, procedures, regulations or guidelines. The sequence of work and/or the procedures followed vary according to the nature of the transaction and/or the information involved, or sought, in a particular situation.

Nature and Purpose of Public Contact

Frequent contact with co-workers and the public involving frequent explanation, discussion or interpretation of practices, procedures, regulations or guidelines in order to render service, plan or coordinate work efforts, or resolve operating problems. Other regular contacts are with representatives of other departments, vendors or agencies. Employees are expected to act with courtesy, tact, and diplomacy in working with others and resolving complaints.

Recommended Minimum Qualifications

• Education and Experience: High School education and a minimum of one - three (1-3) years of skilled administrative/clerical experience, including working in a Human Resources and/or confidential environment; or any equivalent combination of education and experience.
• Special Requirements: None.

Knowledge, Abilities and Skill

• Knowledge: Intermediate knowledge of Microsoft applications and ability to learn department-specific software is a necessity.
• Abilities: Must have the ability to articulate various benefit and policy content verbally, electronically, and in writing to a wide range of people. Must be highly motivated and customer-oriented to interact with the City's diverse cultural community. Ability to manage multiple duties simultaneously with a high degree of accuracy.
• Skills: Excellent organizational and strong customer-skills. Multilingual ability preferred.

Work Environment

Work environment is typical of a professional office, involving moderate noise levels and frequent interruptions by customers and phone calls. Environment involves everyday risks which require normal safety precautions typical of offices.

Physical and Mental Requirements

• Physical Demands: Work principally involves sitting and walking to perform work tasks, with intermittent periods of stooping, and standing. The employee is occasionally required to lift objects such as books, office equipment, file boxes and computer paper.
• Motor Skills: Duties are largely mental rather than physical, but the job may occasionally require the application of basic motor skills for activities such as moving objects, operating a telephone system, computer and/or most other office equipment, filing, and sorting of papers.
• Visual Demands: The employee is required to constantly read documents and reports for general understanding. The employee may be required to review non-written materials or to determine color differences.

Additional Information

The essential functions or duties listed herein are illustrations of the type of work that is 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 position. Reasonable accommodations may be made to enable individuals with disabilities perform the essential functions. 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 job change.