Human Resources Assistant

Santa Clara Valley Transportation Authority•San Jose, CA

15d

About The Position

Come help our Class and Compensation unit process and execute all types of essential employee services. Your work will directly impact both new and existing employees throughout VTA! The Ideal Candidate We are looking for an individual with exceptional attention to detail, ability to learn new software programs, and who can remain flexible with the needs of our ever improving processes. Definition Under supervision, the Human Resources Assistant performs a wide variety of clerical and technical duties associated with various human resources functions. Distinguishing Characteristics Positions in this classification are distinguished from other clerical support positions in that Human Resources Assistants apply extensive knowledge of human resources policies and procedures under limited supervision. Human Resources Assistants are further distinguished from other clerical support positions in that they may be assigned to provide support for grievance resolution or collective bargaining activities such as collecting and compiling wage and benefit data/material to be presented at the bargaining table. About the Division The Classification and Compensation Unit is responsible for providing administrative support services to VTA's workforce, including management of HRIS data and personnel records; pay practices; employment verifications; and administration of personnel policies and procedures, local, state and federal regulations, and collective bargaining agreements. In addition, the work unit is responsible for VTA's compensation programs, including establishing job classifications and salaries comparable to the local market to help recruit and retain qualified employees, conducting and participating in salary surveys with other public entities, performing a variety of job classification studies and organizational analyses, assisting in the development and implementation of various personnel systems and initiatives, and offering professional guidance to ensure VTA maintains an effective organizational structure. About VTA The Santa Clara Valley Transportation Authority employs more than 2,000 people dedicated to providing solutions that move Silicon Valley. Unique among transportation organizations in the San Francisco Bay Area, VTA is Santa Clara County's authority for transit development and operations (light rail and bus), congestion management, transportation-related funding, highway design and construction, real estate and transit-oriented development, and bicycle and pedestrian planning. With local, state, and federal partners, VTA works to innovate the way Silicon Valley moves and provide mobility solutions for all. Santa Clara Valley Transportation Authority (VTA) is an independent special district that provides sustainable, accessible, community-focused transportation options that are innovative, environmentally responsible, and promote the vitality of our region. VTA provides bus, light rail, and paratransit services, as well as participates as a funding partner in regional rail service including Caltrain, Capitol Corridor, and the Altamont Corridor Express. As the county's congestion management agency , VTA is responsible for countywide transportation planning, including congestion management, design and construction of specific highway, pedestrian, and bicycle improvement projects, as well as promotion of transit oriented development. VTA provides these services throughout the county, including Campbell, Cupertino, Gilroy, Los Altos, Los Altos Hills, Los Gatos, Milpitas, Monte Sereno, Morgan Hill, Mountain View, Palo Alto, San Jose, Santa Clara, Saratoga and Sunnyvale. VTA continually builds partnerships to deliver transportation solutions that meet the evolving mobility needs of Santa Clara County. As we continue to implement our VTA Forward Plan , we aim to strengthen and increase our workforce to take on future opportunities and challenges by elevating our people and our services. For more information about our VTA Forward Plan, visit: https://www.vta.org/VTAForward Family-Friendly Workplace Certification Program (FFWCP) The County of Santa Clara FFWCP recognizes VTA as a business that creates supportive workplaces for employees and their families. Family-friendly workplaces improve health outcomes and job satisfaction for employees and increase work productivity and retention for employers. Employers can create a family-friendly workplace by meeting and exceeding state and federal employment laws relating to parental leave, lactation accommodation, and work/family balance.

Requirements

Sufficient training, education, and experience which demonstrates possession of the required knowledge, skills, and abilities.
Development of the required knowledge, skills, and abilities is typically obtained through a combination of training, education, and experience equivalent to graduation from high school and two years of recent experience in clerical or technical human resources work involving maintenance of detailed human resources records, explaining policies and procedures, and heavy public contact.
Knowledge of: Human resources rules, practices, policies, and procedures; Automated data processing systems as they relate to human resources functions; Office practices and procedures, including maintenance of records; Customer service skills; Basic mathematics.
Ability to: Interpret and explain human resources policies and procedures, contractual agreements, and benefits to employees and others, and effectively apply them; Input and audit human resources transactions accurately; Perform clerical and technical work requiring independent judgment and accuracy with defined deadlines; Accurately gather data required to successfully complete transactions for all phases of employment; Prepare and maintain confidential, technical, and statistical records; Organize work, set priorities, and follow up on assignments with a minimum of supervision; Operate a personal computer with common software applications (i.e., word processing, spreadsheet, and database); learn specialty software of the work unit; Work cooperatively and flexibly in a team situation; Prepare a variety of correspondence and reports; Perform complex and detailed technical work, including mathematical calculations, with considerable independence; Understand and ensure compliance with laws, rules, regulations, and legislation; Communicate clearly and effectively, both orally and in writing; Make timely and accurate payment of expenses; Establish and maintain cooperative working relationships with those contacted in the course of work.

Nice To Haves

College education (or equivalent course work) in human resources, public administration, or a related field may be substituted for the required experience.

Responsibilities

Performs electronic data processing of human resources transactions including data verification and adherence to strict deadlines
Maintains confidential paper and electronic files
Schedules pre-employment physical examinations and drug screening
Schedules fingerprinting for new employees, records results, and requests additional information as needed
Participates in the Department of Motor Vehicle (DMV) Pull Notice Program; reviews DMV records and refers violators to Transit Operations
Conducts new employee orientation including explaining insurance benefits and eligibility rules, pay practices, sick and vacation accruals, retirement plans, and employment forms and procedures
Completes benefits and employment verifications
Explains retirement benefits and withdrawal options
Acts as a resource for employees and managers regarding policy and procedure questions and assists in resolving human resources related problems
Researches and answers inquiries from the public, applicants, and employees on issues concerning their applications, examinations, records, and benefits
Researches information regarding promotional examination eligibility, payroll problems, benefit issues, grievances, collective bargaining agreements, and contract negotiations
Attends committee meetings and takes minutes
Retrieves data to assist in preparation for grievance and disciplinary hearings
Assists employees and others in preparing a wide variety of human resources forms
Performs or verifies salary calculations for transfers, promotions, retirements, change of class, etc.
Prepares and distributes Job Opportunity announcements, updates job summary listings, and updates the job information hotline
Prepares a variety of reports and statistics for internal and external use
Establishes and maintains recruitment files, screens routine applications, prepares related correspondence, enters examination information into computer, sets up examination materials, proctors examinations, scores examinations, and notifies applicants of results
Establishes, maintains, and certifies eligible lists
Reviews human resources forms and documents for completeness
Administers participation in the Consolidated Omnibus Budget Reconciliation Act (COBRA) and verifies and monitors benefit eligibility and changes in benefit coverage
Reviews invoices from insurance carriers, prepares reconciliation statements and payment vouchers, and tracks provider payments
Bills employees/individuals who pay their own insurance premiums
Coordinates benefit activities and information between benefit carriers and affected individuals
Operates a personal computer with common software applications (i.e., word processing, spreadsheet and database); learns specialty software of the work unit
May represent VTA at recruitment fairs and community events
Performs related duties as required