Temporary Personnel Specialist, Assistant

Human Services, a department of the City of Seattle, funds and operates programs and services that meet the basic needs of the most vulnerable people in our community – families and individuals with low incomes, children, domestic violence and sexual assault victims, insecurely housed and homeless individuals, seniors, and persons with disabilities. We invest in programs that help people gain independence and success.
  
The Human Services Department is seeking qualified applicants for a temporary (6-month) Assistant Human Resources Specialist. This is an opportunity to grow your career in Human Resources by providing a broad range of HR services to support the Human Services Department’s Human Resources Team and other Senior Leadership. The Human Resources team partners with executive and management teams, the Union (ProTec Local 17), centralized Seattle Human Resources, the department’s Race & Social Justice Change Team and other stakeholders to meet business goals with focus on results, racial equity, stewardship, innovation, and employee experience.

The Assistant HR Specialist acts in a support role to manage vital administrative functions for the HR team and other Senior Leadership and plays a direct role to help maintain team cohesiveness, collaboration, and HR service delivery. This position is the first and primary contact for general HR inquiries, so customer service is key. This position provides administrative support to HR office functions, supports team and executive scheduling, maintains local HR files and records, supports premium pay administration and payroll back-up, sets meeting agendas/takes meeting minutes, supports invoice processing, and backs-up employee onboarding of department new hires. This position also develops and recommends work processes and procedures within assigned work functions and is responsible for communicating with HR staff on any new or updated office processes and procedures.
  
HR Office Management – Manage office equipment, supplies, purchasing, and invoicing; maintains HR tracking logs; generates reports and follows-up with department leaders to ensure timelines are met.  Develops and maintains HR office operational processes and procedures. Successful candidates have experience developing tracking databases and generating reports.      

Manage Executive Schedules – Coordinates meeting invites and responses on behalf of the HR Director and Legislative and External Affairs Director; develop HR meeting agendas; attend meetings and take notes, as needed. Successful candidates are known for their consistent professionalism, integrity, and ability to maintain confidential information. Individuals must be highly organized and have great customer service skills.
  
Records Management – Manage HR physical and electronic files; ensure retention schedules are met; coordinate file archiving; create new employee files; recommend and develop best practices for HR records management.   
  
Human Resources Program and Process Support – Provides oversight to the department Language Premium Program, setting up application for new assignments and managing assessment compliance. Serves as payroll entry back-up, as needed; Serves as backup for employee onboarding, as needed. 

Other HR & Administrative Support – Key card coordination; HR compliance posting; consolidate meeting agenda items and meeting notes/minutes; coordinate HR events including vendor management when necessary, and complete other HR work assignments.  Successful candidates demonstrate forward thinking, prioritize and complete work assignments on time.

Legislative and External Affairs Support – This position also supports the HSD Director of Legislative Affairs as a small amount of their work. Supplement the Call Handler system when necessary to triage HSD reception desk calls. Monitor & track project due dates, follow up with project parties as needed to ensure project timeliness. Prepare purchase requests, maintain supplies & equipment for LEA team and track and reconcile outstanding travel, training and supply invoices & purchase orders using financial systems as required.

Minimum Qualifications:

Two years of progressively responsible clerical work to an executive or director-level leader, including managing calendars and invoices, is required (or a combination of education and/or training and/or experience which provides an equivalent background required to perform the work of the class). 

Professional work experience must include experience working in a confidential environment that is often fast paced with regularly changing tasks.

Excellent customer service, critical thinking, organizational and prioritization skills; ability to accurately communicate complex information verbally and in writing; ability to be flexible and work through ambiguity; cultural competence; good listening and note-taking skills. 

Commitment to advancing racial equity and social justice.

Desired Qualifications:

Commitment: 1) Passionate about contributing meaningfully through public service, 2) values a workforce that is representative of our community, 3) has firm work ethic and integrity to advocate on behalf the City and its employees, and 4) has abilities to be a problem solver and thought partner. 

HR Discipline Experience: Prior professional experience with onboarding new staff, referring questions about leaves or benefits, supporting personnel transaction data entry processes, or supporting recruitment and selection process activities, is highly desirable. 

To be successful in this role you will need the ability work independently performing the following: Manage department and/or executive calendars, taking and directing in-person visitors and phone calls, maintaining HR and other digital/physical files, setting meeting agendas and notetaking, and managing operational processes, i.e. ordering supplies, invoice tracking, obtaining signatures, etc. 

Use various Microsoft Office Suite software such as Word, Excel, Outlook and SharePoint, including: creating and editing correspondence, entering employee and payroll data and creating reports using an HR Information System (HRIS), updating web information, managing e-mail folders and calendars. Experience with Workday HRIS is a plus.

This job/class description, describes the general nature of the work performed, representative duties as well as the typical qualifications needed for acceptable performance. It is not intended to be a complete list of all responsibilities, duties, work steps, and skills required of the job. Duties, responsibilities and activities may change at any time with or without notice.