Human Resources Assistant
About The Position
Under the direction of the Director of Human Resources, the Human Resources Assistant serves as the Human Resources receptionist and provides customer service to MTS employees, applicants, and guests. The role supports the department’s mission by maintaining the Agency’s electronic document management system, issuing identification cards to employees and contractors, administering the electronic keycard system, and providing administrative support to benefits, talent acquisition, and training teams. The position requires sound judgment and confidentiality when handling sensitive matters, including personnel records and reference checks. The Human Resources Assistant supports the Human Resources, Payroll, and Risk Departments; responds to inquiries about hiring, positions, payroll forms, and MTS policies; assists applicants and supports entry-level recruitment; and maintains applicant correspondence and employee records. The position also supports onboarding, employment verifications, ID card eligibility and issuance, and general office and project needs. Work is primarily in an office environment and may require travel to external locations and agencies. The successful candidate must pass applicable post-offer examinations, which may include a pre-employment physical, criminal background check, and, when applicable, drug test. MTS is an equal opportunity employer committed to an inclusive, discrimination- and harassment-free workplace.
Requirements
- Possess a bachelor’s degree in business administration, public administration, or a related field; requisite knowledge, experience, skills, and abilities may be substituted for the degree requirement.
- Knowledge of, or ability to learn, MTS policies and regulations, and ability to read, understand, and apply policies, regulations, and union labor contracts.
- Ability to use ADP and HRIS software to accomplish assigned tasks.
- Ability to write letters, memoranda, and reports in clear, concise, and grammatically correct English.
- Ability to communicate clearly and effectively in person-to-person or small-group situations using tact and diplomacy.
- Ability to coordinate and initiate actions necessary to implement decisions and delegate responsibilities to appropriate personnel.
- Ability to establish and maintain priorities and complete assignments by deadlines without detailed instructions.
- Skill in verifying the accuracy and completeness of forms and reports.
- Knowledge of Microsoft Word and Excel, and ability to learn and use other software MTS may have or acquire.
- Must possess and maintain a valid California Driver License or be able to use alternative transportation when needed to perform job-related essential functions.
- Must satisfactorily pass applicable post-offer examinations, including a pre-employment physical and comprehensive criminal background check, and a pre-employment drug test when applicable.
- Must be able to walk, stoop, sit, bend, reach for overhead files, and occasionally lift up to 15 pounds.
- Must be able to operate a motor vehicle and perform tasks requiring manual dexterity, such as computer and 10-key use.
- Must be able to work more than 8 hours per day or an irregular work week at times to perform essential duties.
Nice To Haves
- Experience with an ADP HRIS system (Enterprise or Vantage) is desirable.
Responsibilities
- Serve as receptionist for the Human Resources, Payroll, and Risk Departments.
- Answer questions about hiring procedures, open positions, payroll forms, and MTS policies and procedures.
- Assist with data entry in the Agency’s HRIS and online benefits systems.
- Help applicants submit online applications by telephone, email, and in person using lobby computer kiosks.
- Troubleshoot applicant issues with the MTS Career Center and ADP Recruitment Management (RM) applicant tracking system.
- Record applicant correspondence and recruitment status in RM.
- Send forms and emails to applicant groups through Virtual Edge.
- Assist with full-cycle recruitment for entry-level positions, including posting positions, reviewing applications, conducting phone screens and interviews, scheduling background checks, and checking references.
- Schedule new-hire physical examinations, coordinate new-hire orientation, and audit new-hire entries in the payroll/HRIS system.
- Respond to employment verification requests.
- Maintain the Human Resources Jobs Email and respond promptly and accurately to inquiries.
- Maintain scanned employee files in the Agency’s document management system, including inputting, filing, and appropriately distributing confidential personnel and medical information.
- Review and file medical documents for DMV recertification and pre-employment physicals.
- Determine eligibility and issue ID cards to employees, contractors, retirees, and dependents.
- Assist with planning employee recognition functions.
- Verify the accuracy of personnel information in HRIS.
- Respond accurately to public inquiries or direct members of the public to the appropriate MTS contact.
- Stock supplies in the Human Resources office.
- Assist with special projects and perform other duties as assigned.
Benefits
- Medical, dental, and vision coverage for employees and eligible dependents.
- Paid time off and retirement plans.
- Wellness programs.
- Up to 13 employer-paid days off per year, including 3 floating days.
- Free transit pass for the employee and family.
- On-site gym and gym membership reimbursement.
- Walk, run, and bike event reimbursement.
- Employer-paid bereavement leave and jury duty.
- Tuition reimbursement.
- Public Service Loan Forgiveness eligibility.
- Company-paid training and professional development opportunities.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
