Human Resources Records Associate


Chief Human Resources Officer (48)


Human Resources


Human Resources 1910








Provides complex clerical support to Human Resources functions. Provides support of certain aspects of employment, employee relations, record keeping, and reporting or other support, and serves as the primary contact for the front office delivering excellent customer service. Assists and supports Human Resources operations as needed

DISTINGUISHING FEATURES: The Human Resources Clerk requires knowledge of general human resources operations at coordinating various administrative aspects of Human Resources. Provides administrative support for office functions including word processing, researching files, answering phones and greeting the public. Requires the ability to maintain confidentiality and independently carry out projects, coordinating information for reports to support the department activities.

Responsible for maintaining excellent customer service in the HR Office Reception area.

Receives and screens telephone calls and inquiries, providing information and/or referring caller to appropriate individual(s) and/or organizational unit(s) for response.

Greets visitors, staff or students in person, ascertains nature of business and provides standard information related to Human Resources and general information.

Utilizes appropriate systems or resources as needed to assist visitors/employees with disabilities.

Responsible for processing of temporary employees (e.g., short-term hourly, volunteers) and City Counsel items related to their employment. Including referral, follow up.

Prepares reports, correspondence, notices, memoranda, spreadsheets, charts, forms, agendas, and other documents in support of employment, collective bargaining negotiations and related functions.

Receives, handles, and files confidential and private information pertaining to the District and its employees, including employee evaluations, disciplinary actions, grievances, EEOC complaints, and information related to collective bargaining.

Enters and maintains employee information in relational databases of human resources Information.

Receives, processes, and distributes departmental mail.

Researches, responds to, or refers employees' questions about personnel policies and procedures.

Maintains and updates information for personnel and subject matter files, ensuring proper treatment of confidential information.

Performs general data entry such as, but not limited to, updating of mailing lists used for recruiting, assembling data and information for surveys and reports.

May train, coordinate, and review the work of temporary employees hired by the Department.

Prepares and distributes position vacancy announcements.

Enters data onto a computer-aided file for applicant tracking, ensuring up-to-date information on applicants and deleting outdated information.

Responds to inquiries and conveys information about services provided by the Human Resources Department. Refers difficult or sensitive matters to the appropriate manager or administrator.

May schedules appointments and arranges meetings. Prepares schedules and informs participants, confirming dates and times.

May assist with assembling applications, supporting materials, and interview/rating forms for selection committees. May assist with communication with candidates on logistics for recruitment and selection processes.

Responds by letter to inquiries of persons interested in employment, compiling and forwarding special request information (e.g., schedules, maps, etc.) as requested.

Processes documents requiring knowledge of the special terminology, policies and procedures of department or area of specialized function such as contracts and vendor arrangements.

Monitors budgets and contractual provisions.

Assist HR personnel as directed.

Maintains currency of knowledge and skills related to the duties and responsibilities.

Performs other related duties as assigned.

Must maintain a friendly demeanor with external and internal customers.



Bachelor's degree preferred in Human Resources;

Requires a high school diploma or the equivalent

PHR Certification or equivalent preferred

May require a valid driver's license.


3 years of direct experience in a human resources role managing records.

Mental Requirements:

Extensive knowledge of generally accepted Human Resources practices

Use of a personal computer for word processing, tabulating data on spreadsheets, desktop publishing, web updates, accessing and entering data onto relational databases, verifying numerical and demographic information, and entering information onto established data entry screens.

Human relations/interpersonal skills to convey technical concepts to others, to deal with sensitive and confidential information, to give instructions, and to facilitate discussions with individuals via face to face, telephone or email communication.

Math to compute sums, averages, ratios, products, and quotients.

Language, grammar, and writing skills to prepare professional correspondence.

Skill Requirements:

Use computer-based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, and specialized database software used in education

Requires sufficient skill using the English language, grammar, spelling, punctuation, proofreading, editing, to prepare original correspondence.

Maintain up-to-date files and ensure security and confidentiality of information.

Maintain productive and cooperative working relationships with others.

Work autonomously and independent on day to day task

Exercise sensitivity and discretion in handling confidential/private information and materials.

Physical Requirements

Function indoors in an office environment engaged in work of primarily a sedentary nature.

Sit, often for long periods of time, and move to campus locations on an occasional basis.

Use visual acuity to read printed materials and microcomputer screen.

Retrieve work materials.

Use manual and finger dexterity to write and keyboard at an acceptable rate and operate computer, and other office equipment, almost constantly requiring repetitive motions.

This position essential function is in office at the work location.

Ability to lift up to 25lbs

Work Environment:

Working Conditions in cubicle with surrounding office noise

Work is performed indoors where minimal safety considerations exist.

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.