Description

DEFINITION OF CLASS
The Human Resources Assistant class is a non-supervisory role that organizes and expedites office management activities in each major division of the department. Administrative Assistants in this class are classified as Human Resources Assistants, levels I-IV, with varying degrees of responsibility. Human Resource Assistants in this class lead and perform general office assistant work in support of Employee Services, Classification & Compensation, Human Resource Management, Human Resource Information Systems, Labor Relations, Policy & Planning, Operations, Recruiting and Talent Development and Performance Management. The work requires knowledge of the procedures, techniques and practices involved in carrying out the work of an organization within established guidelines, and the skill to use various office equipment including fax machines, photocopiers, scanners, videoconferencing, telephone systems, and the ability to create and edit documents.
OCCUPATIONAL INFORMATION
Positions in the Human Resources Assistant occupation exist for the purpose of increasing the effectiveness of others by performing as many office support duties as possible. This includes serving as the principal clerical and administrative support position in the immediate Human Resources organizational unit in, or for which the persons assisted have responsibility. They carry out and coordinate all the clerical and day-to-day administrative support activities, which are typically required to accomplish the work of the organization. The nature and variety of the activities depend on the needs of the organization served. The Human Resource Assistant performs functions in support of Employee Services, Classification & Compensation, Human Resource Management, Human Resource Information Systems, Labor Relations, Policy & Planning, Operations, Recruiting and Talent Development and Performance Management. In addition to providing ongoing support to reduce the administrative burden on the management team, the employees in the HR Assistant classification serve as a resource pool to staff Human Resource positions for specialists, analysts and recruiters.

Major Human Resource Assistant Functions
Human Resource Assistants perform numerous tasks which are dissimilar in kind, but which have in common the purpose of assisting the work of one or more persons in an organization. Because all of the individual tasks performed by Human Resources Assistants are related to the work of the people they assist, there are unique opportunities available for Human Resources Assistants to increase the scope of their position. That is, by using information and insight obtained in performing one Human Resource-related task, Human Resources Assistants can enlarge scope and effectiveness of their performance of others.

The duties of a Human Resource Assistant are, in some respects, similar to those found in many of the specialized clerical series. Human Resource Assistants are part of a broad and inclusive responsibility, which requires that awareness of virtually everything happening in the entire organization. The position requires a general knowledge of substantive work of the organization under the jurisdiction of the persons assisted and, as the Administrative Assistant’s participation in the management of the organization increases and as the nature and extent of that management effort increases through differences in the work situation, the amount of knowledge required increases accordingly. Positions at the lower grades consist primarily of clerical and procedural duties and, as positions increase in grade, administrative support functions are more predominant. At the higher levels, the Human Resources Assistant applies a very considerable knowledge of the organization, its objectives, and lines of communication.

Positions in this occupation involve the performance and coordination of various duties, rather than performance of any one duty such as the preparation of a particular report or the processing of a particular kind of document.

The nature and extent of assistance provided by the Human Resources Assistant varies. There may be instances where the unit consists of one employee doing substantive work for one employee or the position may involve significant assistance to several staff members, usually the senior members in an organization, in addition to the supervisor.

Work assigned to the Human Resources Assistant positions may range from very routine and procedural duties, such as providing receptionist, phone, and typing services, to very responsible work, such as developing information for use in large, complex, and critical conferences.
Generally, an Administrative Assistant can provide assistance in the more procedural aspects of general office work for several staff members without difficulty.

Examples of Duties

DUTIES AND RESPONSIBILITIES (Illustrative)
The duties specified below are representative of the range of duties assigned to this job class and are not intended to be an inclusive list; responsibilities.

• Administers pre-employment tests and performs background checks.
• Answers telephones and gives information to callers, takes messages, or transfer calls as appropriate.
• Assists departments in carrying out various human resource programs and procedures for all employees.
• Assists Human Resource staff members by providing information about procedures, practices and policies within the function or division.
• Assists in administration of the compensation and classification program.
• Assists in organizational training and development efforts.
• Checks and/or compares documents, forms, applications, or other materials for Human Resource function and divisional accuracy, completeness, grammar, and format.
• Conducts or assists in the process of new-employee orientations.
• Coordinates conferences, meetings, or special events, and arranges travel reservations for office personnel.
• Creates, maintains, and enters information into HRMS databases.
• Develops material for use in public speaking engagements.
• Greets visitors or callers and handles their inquiries or directs them to the appropriate persons according to their needs.
• Helps maintain organizational charts and related human resource function directories.
• Helps monitor the performance appraisal process.
• Independently notes and follows up on commitments made at meetings and conferences by Human Resources management, functional management, and Human Resource specialists and analysts.
• Locates and assembles documents for briefings and conferences.
• Maintains functional information needed for budget purposes.
• Maintains HRMS records and compiles reports from the database as needed.
• Maintains scheduling and event calendars.
• Makes copies of correspondence or other printed material.
• Monitors and maintains human capital development, talent development measurement strategy and all related metrics, reporting and special reports.
• Operates electronic mail systems and coordinates the flow of information with Human Resources divisions or with other organizations.
• Operates office equipment, such as fax machines, copiers, or phone systems and arranges for repairs when equipment malfunctions.
• Participates in recruitment efforts; helps coordinate the use of temporary employees.
• Performs human resource related duties as required and assigned.
• Performs special projects and other duties as assigned.
• Prepares minutes of meetings from notes and/or recordings.
• Prepares standardized and custom reports of a financial, personnel, payroll, or department- specific nature.
• Requisitions office supplies, repairs on office equipment and printing services.
• Serves as a liaison between members of the Human Resource divisions, management and staff by transmitting information, explaining appropriate work instructions, and following up on assignments.
• Sets up, manages, and develops systems for paper or electronic filing systems, records information, updates paperwork, or maintains documents, such as attendance records. correspondence or other material.
• Sorts, opens, and distributes incoming mail to staff.
• Supports department managers, department directors or related management staff.
• Uses computers for various applications, such as database management, or word processing.
• Writes simple or repetitive, non-technical correspondence such as letters of acknowledgement in accordance with a given format.

KNOWLEDGE, SKILLS, AND ABILITIES
The knowledge, skills, and abilities of a Human Resource Assistant increase with the level of responsibility and experience.

At the entry-level, knowledge requirements might include basic paraprofessional knowledge of:

• Administrative and clerical procedures and systems such as word processing, managing files and records.
• Basic or commonly used rules, procedures, or operations, which typically require some previous experience or training in Human Resource terminology, policies and procedures.
• Designs forms, and other office procedures and terminology, for example, to file material and obtain requested data from files.
• Grammar, spelling, punctuation, and required formats sufficient to recognize and correct errors in correspondence and reports.
• Human Resource principles and processes for providing customer and personal services, which includes customer needs assessment.
• Operating practices and procedures in the Human Resource function and related divisions.
• Organizational principals, management techniques, and labor relations practices.

The divisions within the Human Resource function and the roles and responsibilities of each division.

At the intermediate level, knowledge requirements might include detailed, intensive knowledge of:

• Administrative and clerical procedures and systems, such as word processing, managing files and records, designing forms, and other office procedures and terminology; for example, to file material and obtain requested data from files.
• Advises clerks or secretaries in subordinate organizations of the appropriate Human Resources procedures to use.
• Basic or commonly used Human Resource rules, procedures, or operations, which typically require some previous experience and training in Human Resources divisions.
• Extensive body of rules, procedures, or operations applied to clerical assignments and knowledge of the organization and functions of the office in order to perform all of the procedural work of the office. This includes knowledge to carry out and coordinate, in a timely and effective manner, many different procedures, each of which might involve numerous steps.
• Grammar, spelling, punctuation, and required formats sufficient to recognize and correct such errors in correspondence and reports.
• Human Resource principles and processes for providing customer and personal services, which includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

At the advanced level, knowledge requirements might include paraprofessional, comprehensive knowledge of:

• Administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology, for example, to file material and obtain requested data from files.
• Administrative and Human Resource concepts, principles, and practices sufficient to perform independently such duties as eliminating conflict and duplication in extensive office procedures.
• Advises clerks or secretaries in subordinate organizations of the appropriate Human Resources procedures to use.
• Basic or commonly used rules, procedures, or operations, which typically require some previous experience or training.
• Coordinating the work of the Human Resource offices with the work of other offices.
• Duties, priorities, commitments, policies, and program goals of the multiple Human Resource divisions sufficient to perform non-routine assignments.
• Extensive body of Human Resource rules, procedures, or operations applied to clerical assignments and knowledge of the organization and functions of the office in order to perform all of the procedural work of the office. This includes knowledge to carry out and coordinate, in a timely and effective manner, many different procedures, each of which might involve numerous steps.
• Grammar, spelling, punctuation, and required formats sufficient to recognize and correct such errors in correspondence and reports.
• Human Resource principles and processes for providing customer and personal services, which includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Operating practices and procedures in the Human Resource function and related divisions
• Organizational principals, management techniques, and labor relations practices.

Skill in:

• Adapting policies or procedures to emergency situations and establishing practices or procedures to meet new situations.
• Communicating effectively, both orally and in writing.
• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Managing one's own time and the time of others.
• Recognizing how and when certain policies, procedures, or guidelines will be confusing to others.
• Talking to others to convey information effectively.
• Understanding written sentences and paragraphs in work related documents.
• Use of Excel (e.g. Formulas, Pivot Tables, VLookup, Hlookup, other functions, charts, tables) and other financial management software packages functionality, HRIS system functionality.
• Use of Microsoft Office (e.g. Word, Excel, Access, PowerPoint) and other office suite software packages.
• Use of personal computers, telephone systems, fax machines and other standard office equipment.

Ability to:

• Effectively speak, write, read, and understand the English language.
• Establish and maintain effective working relationships with both external and internal contacts.
• Follow written and oral directions.
• Hear at a conversational level.
• Process and integrate simple data.
• Read and comprehend relevant documents.

This factor covers the nature and extent of direct or indirect controls exercised by the supervisor, the Human Resources Assistants’ responsibility, and the review of completed work. Controls are exercised in the way assignments are made, instructions are given, priorities and deadlines are set, and objectives and boundaries are defined. The responsibility of the Human Resources Assistant depends upon the extent to which the supervisor expects the Assistant to develop the sequence and timing of various aspects of the work, to modify or recommend modification of instructions, and to participate in establishing priorities and defining objectives. The degree of review of completed work depends upon the nature and extent of the review, e.g., close and detailed review of each phase of the assignment; detailed review of the finished assignment; spot-check of finished work for accuracy; or review only for adherence to policy.

Supervisory controls over Assistants may be exercised by the head of the organization served and, in part, through direction provided by HR Assistants at higher echelons, or occasionally by other staff members.

GUIDELINES
This factor covers the nature of guidelines and the judgment needed to apply them. Guides used in this occupation may include, for example, reference materials such as dictionaries and style manuals, agency instructions concerning correspondence, and operating procedures of the organization served. Individual jobs may vary in the specificity, applicability, and availability of the guidelines for performance of assignments. Consequently, the constraints and judgmental demands placed upon Human Resources Assistants also vary. For example, the existence of specific instructions, procedures, and policies may limit the opportunity of the Human Resources Assistant to make or recommend decisions or actions.

COMPLEXITY
The complexity of the work may derive from the nature, number, variety, and intricacy of tasks, steps, processes, or methods in the work performed; the difficulty in identifying what needs to be done; and the difficulty and originality involved in performing the work. Work complexity may be further driven by the policies and procedures that guide the work or from communications with City employees unfamiliar with accounting, and ability to translate accounting data into reports easily understood by people with and without an accounting background.

SCOPE & EFFECT
Scope and effect covers the relationship between the nature of the work, the purpose, breadth, and depth of the assignment, and the effect of work products or services both within and outside the organization.

The scope and effect of the work of an Human Resources Assistant may center on support to the supervisor, other supervisory or managerial staff, or other staff in the organization. The impact of the work performed impacts the d a y -to-day operational efficiency of the operations of organization. The Human Resources Assistant at the higher levels, can have significant impact not only on the internal operations and efficiency of their own organization and staff, but on other external organizations as well.

PERSONAL CONTACTS
This factor may include face-to-face telephone contacts with persons not in the supervisory chain. These contacts may cover a full range of employees, elected officials and other both inside and outside of the City government.

PURPOSE OF CONTACTS
The purpose of personal contacts may range from factual exchanges of information to resolving problems affecting the efficient operation of the office.

PHYSICAL DEMANDS
The work is characterized as sedentary. Typically, Human Resources Assistants sit comfortably to do their work, interspersed by brief periods of walking, standing, bending, carrying of papers and books, and extended periods requiring the use of computer terminals to accomplish work objectives. Some work may require walking and standing in conjunction with travel to and attendance at meetings and conferences away from the work site.

WORK ENVIRONMENT
Work is performed in a comfortable office environment, which is appropriately lighted, heated and cooled. The work environment contains no significant hazards.

During extended periods each year, Human Resources Assistants may be required to work considerable overtime.

Minimum Qualifications

MINIMUM QUALIFICATIONS
These minimum qualifications establish the education, training, experience, special skills and/or license(s), which are required for employment in the classification. Note: additional qualifications (i.e., special conditions) may apply to a particular position.

Education
For all Human Resources Assistants, it is a requirement to have completed High School graduation or General Educational Development (GED) certificate. Preferred Associates in Business Administration or related field.

Experience
Background, experience or exposure in one or several of the Human Resource roles and responsibilities - Employee Services, Classification & Compensation, Human Resource Management, Human Resource Information Systems, Labor Relations, Policy & Planning, Operations, Recruiting and Talent Development and Performance Management.

In addition to the minimum education requirements, the following experience requirements also apply:

For entry into the Human Resources Assistant position, at least one (1) year of administrative support experience where use of personal computers to prepare correspondence, reports and charts to enter and retrieve information is required. Human Resources Assistants must demonstrate proficiency with integrated word processing and spreadsheet functions. This proficiency may be measured by taking a written test.

For selection, appointment to a Human Resources Assistant level II or higher, in addition to the minimum education requirements, more progressive levels of experience are required based on the following:

Human Resources Assistant III – at least two (2) years of experience Human Resources Assistant III – at least three (3) years of experience Human Resources Assistant IV – at least four (4) years of experience.

License / Certificates None

Equivalency
Equivalent combinations of education and experience that provide the required knowledge, skills, and abilities will be evaluated on an individual basis.

Supplemental Information

WRITTEN TEST REQUIREMENTS
Applicants may be required to illustrate proficiency in the use of software packages such as the Microsoft Office Suite including Word and Excel. Applicants may be required to take written tests to illustrate proficiency in other skill sets as may be determined based on the duties and responsibilities to be performed. These written tests might include mathematical skills and writing skills, including grammar and reading comprehension.

BACKGROUND AND OTHER CHECKS
Applicants may be subject to background and criminal checks.

Human Resources Assistant III
This is the experienced level. The Human Resources Assistant performs a full range of administrative assignments. Considerable independent judgment is used to make decisions in carrying out assignments that have significant impact on services or programs.

Based on the program functional area, parenthetical titling may be used when special subject matter knowledge of a specific functional area is required.

PROBATIONARY PERIOD
Individuals appointed to a position in this class will be required to serve a probationary period of six months with the possibility of a six-month extension for a total of twelve months. If promoted to a position in this class, an individual will be required to serve a probationary period of six months. Performance will be carefully evaluated during the probationary period. Continued Employment in this class will be contingent upon successful completion of the probationary period.

The above statements describe the general nature and level of work performed by employees assigned to the class. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification. Specific job duties may vary from position to position.

Subjects and Weights

• Evaluation of Training, Evaluation and Personal Qualifications (T.E.P.): P/F
• Computerized Assessment: 25%
• Interview: 75%
• Total Computerized Examination and Evaluation of T.E.P: 100%
• Detroit Residency Credit 15 Points
• Veteran Points: 0-15 Points