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Human Resource Assistant

City of Oshkosh
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This position has primary responsibility for assisting with the day-to-day operations of the human resource functions and duties, and for providing program support to the Human Resources Division, which includes: Human Resources, Benefits, Organizational Development, and Safety and Risk Management. This position also has secondary responsibility for administrative support to the City Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

  •  Assist with the staffing process to guarantee standardization and compliance (25%): Collaborate with HR Generalist and leaders to post and advertise open positions as vacancies occur.  Assist with scheduling and conducting of candidate interviews and testing. Work with supervisors on exam procurement, date selection, and application processing.  Coordinate seasonal and election employee hiring and orientation.  Facilitate the receipt of new hire paperwork such as W-4, WT-4 and I-9 forms from all employees.  Manage employee eligibility and employee identity documentation (I-9) to ensure compliance.  Enter all employee transactions into the employee database and maintain Employee Self Service program.  Maintain new hire orientation documents and binder information.
  • Document HR related processes for precision (20%): Draft, edit, and distribute a variety of highly confidential documents, including letters, Family Medical Leave Act, and collective bargaining strategy, as required by Human Resource, Benefits, and Safety staff. Monitor pay progression for employees on grid system.  Initiate internal HR process documents in a timely fashion. Conduct research and develop reports and correspondence related to collective bargaining as necessary. Notify staff, Police and Fire Commissioners, Diversity, Equity and Inclusion Committee members, and the public of public meetings in accordance with Open Meetings Law, if applicable.  Attend meetings and record minutes.  Prepare and distribute agendas and other relevant materials. Attend Wellness meetings and assist with group programs and initiatives.  Assist with tracking forms and participation in the Telecommuting Program and the Employee Development Program.
  • Respond to inquiries accurately and timely to ensure customer satisfaction (15%): Greet the public, answer questions from applicants, employees and the general public. Field phone calls for Human Resources, Benefits, and Safety and Risk Management personnel; answer questions or transfer as necessary. Provide information related to City of Oshkosh staffing and organizational structure upon request and respond to inquiries regarding compensation and classification. Assist with employment verifications, open record requests, and salary/benefit surveys.  Assist employees with time and attendance questions and with issues accessing HR specific software.
  • Maintain Human Resource Records to ensure accuracy (10%): Manage all Human Resource related files to include personnel, discipline, grievance, collective bargaining, organizational charts, and staffing.  Enter, edit, and modify electronic records as required. Manage storage and disposal of Human Resource records in accordance with legal requirements.  Manage Employee/Volunteer ID Badge program.
  • Administer Division bookkeeping function accurately (10%): Prepare and process Human Resource, Benefits, Safety and Risk Management, and Police and Fire Commission bills. Submit invoices, requisitions, and vouchers for payment ensuring amount and account code accuracy. Process documents to facilitate budget transfers by the Finance Department. Prepare Worker’s Compensation vouchers for payment as well as disability payments and documents for reimbursement.
  • Maintain payroll records to provide correct information (10%):   Assist as needed with evaluating electronic timekeeping records for FMLA, return to work, funeral leave, jury duty, and other issues.  Prepare FMLA packets and track time off as appropriate.  Disseminate information as necessary to address any issues. Process upcoming annual vacation and holiday accruals for all city employees, adjusting for any leave without pay time, and forward to departments and payroll in December.  Calculate employee accruals upon termination and forward to payroll. 
  • Coordinate office functions for the division (5%): Maintain HR team schedules and meetings.  Sort and distribute Human Resource Division mail. Develop and maintain office forms, supplies, and first aid equipment. Maintain the calendar of annual Human Resource tasks and compliance deadlines. Register Human Resource, Benefits, and Safety personnel for conferences and seminars.  Make reservations and travel arrangements.
  • Provide backup to City Manager’s Office to provide consistency of administrative support (5%): Assist City Manager’s office as needed to attend meetings.  Field phone calls, schedule appointments, prepare newsletter, and respond to public questions and inquiries. Research information for the Assistant City Manager/Director of Administrative Services as needed.