Human Resources Assistant

San Diego Metropolitan Transit System • San Diego, CA

11d

About The Position

Under the direction of the Director of Human Resources, the Human Resources Assistant serves as the receptionist for Human Resources and provides customer service to MTS employees, applicants, and guests. The position maintains the Agency’s electronic document management system, issues identification cards to employees and contractors, administers the electronic keycard system, and provides administrative support to the benefits, talent acquisition, and training teams. The role requires sound judgment and confidentiality when handling sensitive matters, including personnel records and reference checks.

The Human Resources Assistant supports recruitment and hiring, responds to inquiries, assists with HRIS and benefits-system data entry, maintains scanned employee files, coordinates new-hire processes, processes employment verifications, and performs other administrative duties. Work is performed primarily in an office environment and may require travel to external locations and agencies. The role may require more than eight hours per day or an irregular work week to perform essential duties.

Requirements

• Bachelor’s degree in business administration, public administration, or a related field; requisite knowledge, experience, skills, and abilities may substitute for the degree requirement.
• Knowledge of, or ability to learn, MTS policies and regulations, and ability to read, understand, and apply MTS policies, regulations, and union labor contracts.
• Ability to use ADP and HRIS software to complete assigned tasks.
• Ability to write letters, memoranda, and reports in clear, concise, 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.
• Ability to walk, stoop, sit, bend, reach for overhead files, and occasionally lift up to 15 pounds.
• Ability to operate a motor vehicle and perform tasks requiring manual dexterity, such as computer use and 10-key operation.
• Must possess and maintain a valid California Driver License or be able to use alternative transportation when needed for 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.

Nice To Haves

• Experience with an ADP HRIS system, such as 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 at lobby computer kiosks.
• Troubleshoot applicant issues with the MTS Career Center and ADP Recruitment Management (RM)/ATS.
• Record applicant correspondence and recruitment status in RM.
• Send forms and emails to applicant batches through Virtual Edge.
• Assist with full-cycle recruitment for entry-level positions, including posting jobs, reviewing applications, conducting phone screens and in-person 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 entering, filing, and appropriately distributing confidential personnel and medical information.
• Review and file medical documents for DMV recertification and pre-employment physicals.
• Determine eligibility for and issue ID cards to employees, contractors, retirees, and dependents.
• Assist in planning employee recognition functions.
• Verify the accuracy of personnel information in HRIS.
• Respond 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level