Senior Office Specialist – Human Resources

CITY OF LAGUNA BEACH, CA
Published
October 12, 2021
Location
Laguna Beach, CA
Job Type
 

Description

Description

Applications are being accepted on a continuous basis. Apply early to receive first consideration!

The Position: The City of Laguna Beach Human Resources Division is looking for an energetic and well organized self-starter that is interested in mastering a diverse array of human resources paraprofessional functions. Under general direction of the Human Resources/Risk Manager, this position is at the center of operations and activities that keeps the teams moving forward. The focus of the Senior Office Specialist will be to provide exceptional administrative support and customer service.

The successful candidate will:

  • Be a creative, enthusiastic, administrative specialist that enjoys keeping their team organized.
  • Build great working relationships with colleagues throughout the City.
  • Organize, prepare, and maintain files, data, and communications.
  • Improve our service to the community and staff.
  • Be proactive, detail oriented, able to maintain confidentiality and technologically savvy.

Examples of Duties

The listed tasks are essential for this position and may include, but are not limited to, the following:

  • Performs paraprofessional technical and complex administrative duties in support of a variety of HR activities, including recruitment, selection, onboarding, labor relations, classification and compensation, contract administration and employee benefits administration
  • Assists with administration of health, dental, vision and other employee benefit programs, including mandated requirements such as COBRA
  • Assists with new employee orientations
  • Reviews, verifies, edits and inputs personnel/benefit transactions into financial system
  • Maintains employee files, HR website information, DMV Pull Notices, DOT Drug and Alcohol testing program, and employee educational reimbursement program.
  • Assists with special projects as assigned
  • Composes correspondence and memos
  • Processes HR related payroll and accounts payable functions in cooperation with Financial Services Department
  • Develops, maintains and administers complex record keeping and information systems including assisting with the department's automated systems such as NEOGOV and additional resource materials
  • Provides information and responds to inquiries regarding the interpretation of or compliance with departmental and City policies, rules, regulations, and agreements as necessary
  • Provides direct assistance to other employees, agencies, and the general public
  • Gathers information, conducts or responds to surveys and studies.
  • Delivers outstanding internal and external customer service while solving problems and proactively creating sustainable solutions to issues
  • Conducts duties, responsibilities, tasks and assignments with a constructive, cooperative, positive, professional attitude and demeanor
  • Assists in the planning and preparation for employee celebrations and events.
  • Performs other related duties as required.

Minimum Qualifications

Any combination demonstrating the ability to effectively and successfully perform the duties of the position is considered qualifying. A typical combination is as follows:

Education: Graduation from high school or equivalent. Supplemental courses in typing and other clerical functions are desirable.

Experience: Public contact experience and knowledge of standard office equipment and operation. At least two years of experience in general clerical work, public contact and operation of standard office equipment; or successful completion with the City of some experience as an Office Specialist. Human Resources and municipal experience is highly desirable.

License/Certificate Requirements: Due to the performance of some field duties, which may require the operation of a personal or City vehicle, a valid California Driver's license and an acceptable driving record are required.

Supplemental Information

Knowledge of: Modern office practices and procedures; file maintenance and record keeping systems; operation of general office equipment, including a personal computer using Windows based software for word processing, spreadsheets, and databases; basic math; appropriate business writing utilizing correct English grammar and spelling; and, effective public relations skills. Knowledge of the general operations of the City department and the City's organizational structure is key to this assignment.

Ability to: Type accurately at a corrected speed of 35 words per minute (net); understand and carry out written and verbal instructions; operate standard office equipment, including a personal computer using Windows based software; learn and understand pertinent procedures and functions quickly as related to division and/or department operations; perform under minimal supervision using appropriate judgment; work effectively under pressure and remain detail-oriented in a busy office environment with frequent interruptions; accept responsibility and accountability for the performance of duties; maintain effective and cooperative working relationships with those encountered in the performance of duties, including the general public.

Laguna Beach: With seven miles of City beaches and towering hills with captivating Pacific views, Laguna Beach residents enjoy some of the most stunning landscapes in Southern California. Laguna Beach hosts millions of visitors to its world famous arts festivals and beautiful beaches. Services provided to its resident population of approximately 24,000 include police, fire, marine safety, recreation, parks, public works, community development, parking, transit and animal control.

The Department & Division: The Administrative Services Division is organized into four divisions: Human Resources, Finance, IT and Communications. This position would be under the Human Resources Division. The Human Resources Division provides internal support to all operating departments and external support to all prospective candidates. Responsibilities of the division include maintenance of personnel records for the City's employees. The division is also responsible for the recruitment, selection, hiring, and onboarding of all new employees. The division also manages employee training and development programs; administers the City's compensation, classification and employee benefits programs; oversees equal employment opportunity programs; ensures compliance with State and Federal employment mandates; manages employee leaves, provides guidance to staff, and coordinates employee safety and workers' compensation programs. The division also administers the City's Risk Management program, which acquires and maintains insurance for the City, assists with contract reviews, and maintains tort claims presented against the City.

The Application/Selection Process: Application are being accepted on a continuous basis until the needs of the City are met. Apply early to receive first consideration. Applications will be screened carefully and selected candidates will be invited to undergo a Structured Panel Interview to evaluate their knowledge, skills and abilities as they relate to the position. The appointing hiring authority will further review the job-related qualifications of those deemed eligible for hire before making selection decisions.
Pre-Placement Process : Selected candidates must successfully pass a police background check with the Laguna Beach Police Department, a fingerprint check with the State Department of Justice, and a pre-placement physical including a drug test. Educational and employment verification and reference check(s) will also be conducted.

Closing Date/Time: Continuous

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