Human Resources Assistant III (HR - Employee Services Division)

City of Detroit•Michigan, MI

About The Position

The Human Resources Assistant III is a non-supervisory role within the Employee Services Division of the Human Resources Department. This position is responsible for organizing and expediting office management activities, supporting various HR functions including Employee Services, Classification & Compensation, Human Resource Management, Human Resource Information Systems, Labor Relations, Policy & Planning, Operations, Recruiting and Talent Development, and Performance Management. The role requires knowledge of HR procedures and practices, and proficiency in using office equipment and software for document creation and editing.

Requirements

High School graduation or General Educational Development (GED) certificate.
At least three (3) years of 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.
Knowledge of administrative and clerical procedures and systems, such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Basic or commonly used Human Resource rules, procedures, or operations.
Extensive body of rules, procedures, or operations applied to clerical assignments and knowledge of the organization and functions of the office.
Grammar, spelling, punctuation, and required formats sufficient to recognize and correct such errors in correspondence and reports.
Skill in adapting policies or procedures to emergency situations and establishing practices or procedures to meet new situations.
Skill in communicating effectively, both orally and in writing.
Skill in 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.
Skill in managing one's own time and the time of others.
Skill in recognizing how and when certain policies, procedures, or guidelines will be confusing to others.
Skill in talking to others to convey information effectively.
Skill in 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.
Ability to establish and maintain effective working relationships with both external and internal contacts.
Ability to follow written and oral directions.
Ability to hear at a conversational level.
Ability to process and integrate simple data.
Ability to read and comprehend relevant documents.

Nice To Haves

Associates in Business Administration or related field.

Responsibilities

Administers pre-employment tests and performs background checks.
Answers telephones and gives information to callers, takes messages, or transfers 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.