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10661 Item Download 2023-02-09 06-32-15

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                      PORT HUMAN RESOURCES ASSISTANT 
                                
         
        A. CLASS DEFINITION  
          
           Under general supervision, the Port Human Resources Assistant provides a variety of routine to 
           difficult, confidential administrative and clerical duties in support of the Human Resources 
           Department; provides support in a variety of personnel functions including recruitment and 
           selection, classification and compensation, personnel records and employee relations, and 
           performs other duties as required. 
            
           DISTINGUISHING CHARACTERISTICS  
            
           The Port Human Resources Assistant is a journey-level classification in the human resources 
           clerical series.  It is distinguished from the Port Human Resources Technician classification which 
           requires technical expertise within a specific assigned program area and is assigned the most 
           complex, paraprofessional assignments/projects.  Performs related work as assigned. 
         
        B. TYPICAL TASKS/DUTIES (Any one position may not include all the duties listed, nor do the 
           examples cover all the duties which may be performed.  Incumbent may perform other related 
           duties at the equivalent level.) 
         
           1.  Acts as receptionist; receives internal and external customers; assists applicants, the public 
             and Port employees by providing exceptional customer service; answers general questions 
             regarding Port personnel rules, regulations and policies. 
            
           2.  Verifies accuracy of own and other staffs' work by comparing entries with source documents, 
             and recalculating mathematics on calculator and/or microcomputer. 
            
           3.  Sets up and maintains appropriate files for each examination, classification/desk audits, and 
             other confidential human resource-related files according with established policies and 
             procedures. 
            
           4.  Responds to questions over the phone and from visitors relating to current staffing activities 
             and employment opportunities. 
            
           5.  Receives and reviews applications for completeness; logs, date-stamps, and maintains 
             applications for current examination.   
            
           6.  Enters applications into applicant tracking software program; after the final filing date, turns 
             over applications to the Human Resource Analyst/Technician for screening.  
            
           7.  Uses word processing software to prepare reports, charts, and correspondence generated by 
             the Human Resource Supervisors, Human Resource Analysts/Technicians. 
            
           8.  Schedules meetings; prepares correspondence to candidates and telephones candidates, 
             panel members and other participants. 
            
           9.  Acts as test proctor for written tests by preparing test materials and supplies, reserving testing 
             place, reading test instructions to candidates, collecting test materials, handing out booklets 
             and supplies, sorting booklets, answer sheets and other materials. 
         
           10. Makes copies of applications and other documents by operating a copy machine. 
            
           11. May prepare eligible list package for approval according to established procedures and 
             practices. 
            
                          12. Uses microcomputer and appropriate software to prepare charts and tables, and other 
                              documents written by Human Resource Analyst/Technician. 
                           
                          13. Processes New Employee Entries, Employee Status Changes, and related Board items by 
                              checking to ensure data entered by Payroll Division is accurate and distributes related 
                              documents to the appropriate department. 
                           
                          14. Prepares new files for new employees and maintains employee records all in accordance with 
                              established policies and procedures. 
                           
                          15. May assist in setting up pre-employment physicals with Port-approved Physician for new 
                              employees and conducts new employee orientations by informing new employees of Port's 
                              benefit packages and ensuring that all employment documents are properly completed and 
                              signed.   
                           
                          16. Maintains all files and binders (e.g., Personnel Files, Termination Files, Actions Completed 
                              Files, Examination files, Classification/Desk Audit Files, Correspondence Files, Skelly 
                              hearings, etc.) in accordance with established policies and procedures. 
                           
                          17. Assists in the preparation of various memos, letters, reports and documents (including 
                              grievance responses, proposed disciplinary actions, arbitration briefs, contract proposals, 
                              training materials, etc.) so deadlines are met. 
                           
                          18. Manages grievance data base and assists employee relations staff in preparation for 
                              arbitrations; assists in the preparation of negotiations with the various bargaining units 
                              including letters of understanding and side letters. 
                           
                          19. Develops and implements internal office procedures; recommends changes in procedures or 
                              rules to facilitate effectiveness. 
                           
                          20. Perform related duties as required. 
                           
                    
                                                                       
                  C.      KNOWLEDGE, SKILLS AND ABILITIES
                   
                          To perform the typical tasks and duties of the position successfully, the knowledge, skills and/or 
                          abilities listed below are required. 
                   
                          Knowledge of: 
                   
                          •   Modern office procedures, practices and equipment. 
                   
                          •   Civil Service and Port of Oakland policies, rules and regulations and Memoranda of 
                              Understanding. 
                   
                          •   General human resources department practices including confidentiality and privacy 
                              concerns. 
                   
                          •   General recruitment and testing practices. 
                           
                          •   Computer applications and hardware and software related to the work. 
                   
                          •   Correct English, grammar, spelling and punctuation. 
                   
                          •   Alphabetical, numerical and chronological filing and recordkeeping systems. 
                   
                   Ability to: 
                      
                               •     Perform arithmetic computations (e.g., addition, subtraction, multiplication, division, 
                                     percentages, fractions, etc.). 
                                
                               •     Organize and maintain a complex system of files and reference materials. 
                                
                               •     Handle confidential material and maintain confidentially. 
                      
                               •     Demonstrate proficiency in spelling and use correct grammar. 
                      
                               •     Demonstrate keyboard proficiency sufficient to produce documents in a timely manner that 
                                     meets established typing standards. 
                      
                               •     Communicate verbally and in writing with a variety of people to provide information, answer 
                                     questions and explain decisions. 
                      
                               •     Apply policy and procedures to specific situations to process information, decide a course of 
                                     action or explain processes to others. 
                      
                               •     Use tact and diplomacy with individuals from diverse backgrounds. 
                      
                               •     Perform data compilation and entry work requiring close attention to details and accuracy. 
                      
                               •     Learn and operate microcomputer,  typewriter, and/or word processing equipment. 
                      
                               •     Proofread documents, identify and correct errors in mathematics, spelling grammar, and 
                                     clarity. 
                      
                               •     Work under deadlines and coordinate several concurrent assignments. 
                      
                               •     Establish and maintain effective working relationships with those contacted in the 
                                     performance of duties and to work as a team. 
                                
                       
                                                               
                     D.        PHYSICAL DEMANDS
                      
                               The physical demands described here are representative of those that must be met by an 
                               employee to perform this job successfully. 
                      
                               While performing the executive duties pertaining to this position, the employee is regularly 
                               required to extensively make use of close vision to read fine print, reports, summaries, digests,  
                               other documents and text on a computer; understand voice over the telephone and in person, 
                               often over background noise; hear nuances in oral communications; have fine motor control to 
                               manipulate keyboards and multi-button telephone sets; and have a range of motion sufficient to 
                               push, pull and place books, binders and other materials on level surfaces; and strength to lift 
                               safely and maneuver office supplies and equipment weighing up to 30 pounds. 
                      
                      
                     E. WORK ENVIRONMENT  
                      
                               The work environment described here is representative of those an employee encounters while 
                               performing this job. 
                      
                               The incumbent typically works indoors in an air-conditioned office, with a mixture of natural, 
                               incandescent and fluorescent light.  Typical noise levels are muted by acoustic ceilings, carpet 
                               and sound-deadening wall panels. 
                      
                     F.        EDUCATION AND EXPERIENCE  
                             
                                          This position requires a combination of education and experience reflecting possession of the 
                                          required knowledge, skills, and abilities.  A typical combination would include possession of an 
                                          associate’s degree or its equivalent, AND three years of progressively responsible clerical 
                                          experience, including at least one year of clerical experience in a centralized personnel office 
                                          performing recruitment and selection work that requires data compilation/entry, preparing and 
                                          processing confidential personnel forms, reports, correspondence and information and 
                                          maintaining confidential materials. 
                             
                            G. OTHER CHARACTERISTICS
                                                                                                
                             
                                          1.  May be required to possess a valid California Class C driver license at the time and for the 
                                                 duration of appointment. 
                                           
                                          2.  Willingness and ability to work scheduled and emergency overtime, weekends and evenings; 
                                                 attend meetings, training and seminars during work and non-work hours. 
                                           
                                          3.  Work outdoors in all weather conditions. 
                                           
                                          4.  U.S. Customs requires each employee to complete and pass a 5-year employment history 
                                                 verification prior to being considered for this position. 
                             
                             
                                          CLASS CODE:                                                       10661 
                             
                                          STANDARD HOURS-DAY/WEEK:                                          7.5/Day-37.5/Week 
                                          JOB CLASS/REP UNIT:                                               Classified/D 
                                          FLSA:                                                             Non-exempt 
                                          Classification Created:  (Port Ordinance)                         December 20, 2005 (3886) 
                             
                             
                             
                             
The words contained in this file might help you see if this file matches what you are looking for:

...Port human resources assistant a class definition under general supervision the provides variety of routine to difficult confidential administrative and clerical duties in support department personnel functions including recruitment selection classification compensation records employee relations performs other as required distinguishing characteristics is journey level series it distinguished from technician which requires technical expertise within specific assigned program area most complex paraprofessional assignments projects related work b typical tasks any one position may not include all listed nor do examples cover be performed incumbent perform at equivalent acts receptionist receives internal external customers assists applicants public employees by providing exceptional customer service answers questions regarding rules regulations policies verifies accuracy own staffs comparing entries with source documents recalculating mathematics on calculator or microcomputer sets up m...

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