HUMAN RESOURCES ASSISTANT
Recruitment #2303-0481DC-001
| List Type | Transfer/Promotional |
|---|---|
| Requesting Department | DEPT OF EMPLOYEE RELATIONS |
| Open Date | 3/15/2023 11:00:00 AM |
| Filing Deadline | 3/31/2023 11:59:00 PM |
| HR Analyst | Tiffeny Marsh |
Introduction
** THIS POSITION
IS OPEN TO CURRENT CITY OF MILWAUKEE EMPLOYEES ONLY. **.
Purpose
Essential Functions
PREPLACEMENT ADMINISTRATION
- Perform preplacement testing administration for general city positions, including providing recommendations of pre-employment drug and medical testing criteria for new and reclassified positions.
- Serve as the liaison for pre-employment questions from candidates and hiring managers, and coordinate pre-employment testing for non-local candidates.
- Assist with projects relating to updating pre-employment requirements, including serving as a subject matter expert.
- Document pre-employment billing and produce reports as requested by the DER Business Operations team.
- Send “ok-to-hire” and other status notices to hiring departments.
I-9 SPECIALIST
- Serve as the main contact for general city employee I-9 processing.
- Attend regular training sessions on new and upcoming I-9 related matters; stay apprised of changes in related laws and regulations.
- Update I-9 electronic and hardcopy materials when new I‑9 updates are announced by the U.S. Citizenship and Immigration Services (USCIS) or the vendor.
- Enforce I-9 non-compliance matters.
- Assist with training staff on I-9 processing (including Fire, Emergency Communications, and Police personnel). Update and send out weekly I-9 list to DER staff and assist with auditing.
NEW
EMPLOYEE ORIENTATION (NEO)
- Serve as the direct point of contact for NEO and generate the weekly list of eligible employees.
- Monitor the NEO mailbox and provide new and returning benefits-eligible employees with New Employee Orientation materials.
- Create self-service passwords for employee access to the Human Capital Management (HCM) self-service portal.
- Work directly with the Test Administration Specialist and Workforce Planning and Certification Supervisor to develop and streamline the electronic NEO onboarding system and process.
- Assist with the creation of various NEO onboarding reports.
AUXILIARY RESOURCE AND MANAGEMENT TRAINEE
PROGRAM (MTP)
- Administratively oversee the DER Auxiliary Resource Program (ARP), which includes monitoring and tracking members, keeping electronic/hardcopy member files, occasionally performing payroll related functions, producing reports, and answering requests from the DER Business Operations team and/or Staffing Division Manager.
- Monitor payroll and members of the MTP, including reviewing the timeline of members in the program and entering and expiring members in the Aux Resource and MTP programs appropriately.
CERTIFICATION SUPPORT SERVICES
- Administratively process reinstatement requests and ensure the appropriate rules are applied; refer requests to the City Service Commission as appropriate.
- Assist with temporary appointment requests; send approval/denial notices to requesting departments.
- Track temporary appointments, including requests for over 90 days and temporary appointment extensions through Civil Service Commission action.
- Send approved Notice of Temporarily Appointment (NOTA) extension communications to the affected departments.
- Process, document, and route for management approval provisional appointment requests.
- Refer newly created eligible list to hiring departments.
- Create and route reclassification, market study, and reallocation certifications to department personnel officers for newly implemented reclassification studies.
- Document CSC Rule IV, Section 9 promotion requests.
FRONT DESK RECEPTION AREA SUPPORT
- Provide immediate support to the front desk operations staff, including primary support for breaks and lunches. Assist with training and support to current and new staff.
- Provide direct coverage of the front desk reception area in the absence of the Administrative Assistant II.
Conditions of Employment
Please be advised that new employees are required to have received either both doses of the Moderna or Pfizer or one dose of the Johnson & Johnson vaccine prior to their employment start date or have an approved religious or medical accommodation prior to their employment start date. You can find further information relative to the City’s COVID-19 Vaccination Policy here.
- The Human Resources Assistant may be required to occasionally work evenings and weekends in order to meet the needs of the department.
Minimum Requirements
- Regular status as a City of Milwaukee employee, having successfully completed a probationary period for a civil service position, or status as a City of Milwaukee employee in a fixed term position.
- Associate degree in human resources, business administration, or a related field from an accredited college or university.
3. Two
years of experience providing direct support to a human resources function or
comparable business function such as payroll, employee
relations, benefits, or leave administration.
Equivalent
combinations of education and experience may be considered.
NOTICE: Please
do not attach your academic transcripts to your employment application. The
hiring department will verify candidates’ education as part of the background
screening process prior to extending any job offers.
Desirable Qualifications
- College coursework in human resources and/or communications.
- A related certification, such as SHRM Certified Professional (SHRM-CP), HRCI Professional in Human Resources® (PHR), or IPMA-HR Certified Professional.
Knowledge, Skills, Abilities & Other Characteristics
TECHNICAL
- Ability to read and apply personnel policies, the Milwaukee Code of Ordinances (including the Salary and Positions Ordinances), and Civil Service Rules.
- Ability to learn and carry out complex personnel procedures.
- Knowledge of customer service best practices and the ability to incorporate them into operations.
- Ability to efficiently use office equipment such as telephones, computers, and copiers.
- Ability to read, interpret, and write reports.
- Ability to learn and effectively use the Human Capital Management (HCM) and JobAps applicant tracking systems in order to produce reports and retrieve data.
- Intermediate-level proficiency using Microsoft Word, Microsoft Excel, and the Foxit PDF Editor.
- Ability to create documents and spreadsheets and maintain databases.
COMMUNICATION/INTERPERSONAL
- Verbal communication skills to respond clearly to questions from and present information to employees, managers, and administrators.
- Written communication skills to be able to write reports and other documents that are thorough, clear, well-crafted, and error-free.
- Interpersonal skills to be able to build effective working relationships with managers, city employees, and vendors.
- Cultural awareness and sensitivity; ability to work cooperatively, effectively, and fairly with coworkers and residents whose backgrounds may differ from one's own.
- Customer service skills, empathy, and tact to be able to serve the public and represent the department positively.
CRITICAL THINKING/PROFESSIONALISM
- Ability to think analytically, approach problems in a logical manner, and develop and implement solutions.
- Superior organizational skills, including the ability to maintain multiple filing systems and organize correspondence, confidential documents, reports, and other material.
- Ability to handle multiple priorities and work within strict time constraints.
- Ability to exhibit exemplary professionalism and maintain composure regardless of frequent interruptions.
- Ability to work discreetly with highly sensitive information.
- Honesty, integrity, and the ability to maintain complete confidentiality.
- Attention to detail and the ability to perform work with a high degree of accuracy.
Current Salary
Selection Process
THE SELECTION PROCESS will be job related
and will consist of one or more of the following: an evaluation of related
education, experience and accomplishments, an evaluation of written
communication, interviews, and/or other assessment methods. The Department of
Employee Relations reserves the right to call only the most qualified
candidates to proceed in the selection process. Information from the selection
process will be used to make a hiring decision. Selected candidates will be
transferred and/or promoted to the position.
INITIAL FILING DATE – The selection
process will be held as soon as practical after the deadline listed above.
Receipt of applications may be discontinued at any time after this date without
prior notice. However, recruitment may continue until the needs of the City
have been met. The applicant is responsible for attending all phases of the
selection process at the time and place designated by the hiring authority.
NOTE: Transfer/Promotional Opportunities and Promotional Examinations are not open to Milwaukee Public Schools employees or to the public. Only current City of Milwaukee employees and civilian personnel in MFD and MPD hired through a City Service Commission process who have successfully passed a probationary period for a Civil Service position or who have status as a City of Milwaukee employee in a fixed term position will be considered. Individuals with exempt, provisional, temporary, or emergency appointments are not eligible for transfer
Additional Information
- APPLICATIONS and further information may be accessed by visiting www.jobapscloud.com/MIL.
- If you would like assistance completing an application, please contact the Department of Employee Relations at (414) 286-3751 or staffinginfo@milwaukee.gov.
- The Department of Employee Relations is in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202
Conclusion
EEO 501
