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HomeMy WebLinkAbout2018-07-16-J01H HR Assistant_Job DescriptionAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: July 16, 2018 AGENDA ITEM:Consideration of approval of a resolution approving job description [Human Resource Assistant, Human Resource Department] FORMAT:Consent Agenda SYNOPSIS INCLUDING PRO & CON: As part of the FY19 budget, Council approved a year round position of Human Resource Assistant to begin in FY19. The wage range for this position (N24) was approved in the FY19 Compensation Plan for non-represented positions. The Human Resource Department is now ready to fill this position. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS:$16.79 - $22.97 per hour COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: The Human Resource Director recommends approval of the job description. RECOMMENDATION: Approve the resolution. ATTACHMENTS: I. Proposed Resolution II. Job Description – Human Resource Assistant PREPARED BY:Patricia Brown Holden REVIEWED BY: J1H THE CITY OF WAUKEE, IOWA RESOLUTION 18- APPROVING JOB DESCRIPTION [HUMAN RESOURCE ASSISTANT, HUMAN RESOURCE DEPARTMENT] IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal Organization; AND, WHEREAS, the Human Resource Director proposes the creation of a non-represented, part-time Human Resource Assistant position; AND, WHEREAS, the pay grade for the position was established as part of the Fiscal Year 2019 City Budget; AND, WHEREAS, the City Administrator and Human Resource Director recommend establishing the position and approving the job description. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee, Iowa on this 16th day of July, 2018, that it hereby approves the job description for Human Resource Assistant, Human Resource Department. ____________________________ William F. Peard, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN Anna Bergman R. Charles Bottenberg Courtney Clarke Shelly Hughes Larry R. Lyon HR Assistant Page 1 Council Approved _____________ City of Waukee JOB DESCRIPTION Job Title: Human Resource Assistant Reports to: Human Resource Director Dept/Div: Human Resources Direct Reports: None Union Status: Non-Represented FLSA Status: Non-Exempt Pay Grade: N24 JOB PURPOSE: The Human Resource Assistant provides support to the Human Resource Department in administrative functions and projects ESSENTIAL FUNCTIONS: (Order of Essential Functions does not indicate importance of functions.) 1. Provides administrative support to the Human Resource and I.T. Departments. 2. Screens and directs incoming telephone calls and greets walk-in visitors providing assistance in subject matters that are known and forwarding questions to other staff members when appropriate 3. Keeps personnel and other Human Resource (HR) filed organized, accessible and up-to-date, removing unnecessary items and archiving appropriate documents. 4. Maintains Human Resource Management System (HRMS) for all current and former employees. 5. Prepares HR analytics for presentation in reports, graphs, charts and other appropriate mediums. 6. Creates fillable forms and updates forms as requested. 7. Assists in planning, organizing and presenting all-staff events. 8. Completes Human Resource projects as required. 9. Performs duties of the HR Specialist during absences or as assigned. 10. Performs other duties or assumes other responsibilities as apparent or assigned. SUCCESS FACTORS: 1. Acknowledge and accept the Department's mission, respect the Department's confidentiality regulations and maintain the integrity of the Department. 2. Relate to routine operations in a manner that is consistent with existing solutions to problems; to conform to established policies and procedures. 3. React to a work environment that will change day-to-day, requiring quick departure from and reorganization of one’s schedule. 4. Show initiative to seek other work upon completion of a task. Continually seek and accept opportunities for personal and professional growth. 5. Demonstrate sound time-management skills by effectively or efficiently organizing, prioritizing, and completing multiple assignments in a timely manner. 6. Establish clear, open-minded, trustworthy, bias-free and customer-focused communication to ensure a welcoming and inclusive environment. 7. Actively greet and offer assistance to City employees and other customers. 8. Safeguard confidential information and use it or disclose it only as expressly authorized or specifically required in the course of performing specific job duties. 9. Attentive to City and Department standards for customer service, accuracy, quality, efficiency and all City and Department policies and procedures ensuring that all work performed meets those standards. QUALIFICATIONS: 1. Associates Degree in Business Administration or related field. 2. Administrative experience required. Human Resource experience preferred. 3. Proficient in Microsoft Office, Word, Excel, data base management and office machines. 4. Cheerful and courteous phone skills as well as good customer service and communication skills. HR Assistant Page 2 Council Approved _____________ 5. Confident in the use of computers and tablets and able to be trained in software required to complete the functions of the position 6. Access to transportation with insurance at required state levels. PHYSICAL REQUIREMENTS: 1. Able to function productively in a standard office environment accessing cabinets, shelving, work areas and office equipment. 2. Able to sit for long periods of time and to maintain focus on project such as computer screen. 3. Must be able to effectively communicate orally (in person and over the telephone) and in writing (using electronic devices and handwritten) in English with other employees, businesses and community members. WORKING CONDITIONS: 1. Climate controlled office with hazards typical to that environment; minimal outdoor work is required. 2. Position requires travel within and outside of the City which imposes common travel hazards. 3. Average work hours will be up to 29 hours per week between 8:00 AM – 4:00 PM Monday through Friday. 4. To successfully fulfill the essential functions of this position, employee must maintain standard work hours within the Human Resource Department offices. 5. There is no residency requirement for this position. I have read and understand the information contained in the Job Description. I understand that this Job Description is not intended and should not be construed as an exhaustive list of all the responsibilities, skills, efforts, or working conditions assoc iated with this job. Also, while this list is intended to be an accurate reflection of the current job, the Employer reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed as directed by the Employer. I understand that I may be required to work overtime, different shifts or hours, outside the normally defined workday or work week. I also understand t hat this job description does not constitute a contract of employment nor alter my status as an at-will employee. I have the right to terminate any employment at any time and for any reason and the Employer has a similar right. Signature Date The City of Waukee is an Equal Opportunity Employer. In compliance with Americans with Disabilities Act Amendments Act, the City will provide reasonable accommodations to qualified individuals with disabilities, and encourages prospective employees and j ob incumbents to discuss potential accommodations with the Employer.