The City of Albany’s Human Resources Department is seeking a Human Resources Assistant to support human resources programs with paraprofessional administrative and customer service work. This role serves as a key point of contact, helping people move smoothly through recruitment, onboarding, benefits, leave, training coordination, and recordkeeping, all while maintaining confidentiality and compliance.
What You’ll Be Doing
- Act as a primary point of contact for employees, applicants, retirees, supervisors, and the public regarding human resources programs, services, policies, procedures, and employment opportunities.
- Handle inquiries in person, by telephone, email, and other communication methods, providing accurate, timely, professional customer service.
- Provide information on recruitment processes, onboarding activities, employee benefits, leave programs, training opportunities, employment verification requests, and other HR services.
- Direct complex, sensitive, or policy-related questions to appropriate Human Resources staff while supporting a positive employee and candidate experience.
- Assist employees in accessing HR forms, resources, and information related to programs and services.
- Coordinate recruitment activities, including posting vacancies, scheduling interviews, communicating with applicants, preparing recruitment materials, and maintaining recruitment records.
- Prepare interview packets, candidate communications, and other recruitment-related materials.
- Support pre-employment processing such as background checks, driving record reviews, physical examinations, drug testing, and other employment requirements.
- Help with employment document preparation and onboarding materials, including coordinating new employee onboarding and supporting orientation programs.
- Maintain recruitment and onboarding records and ensure compliance with applicable records retention requirements.
- Assist with recruitment outreach efforts, hiring events, and employment marketing activities as assigned.
Benefits, Leave, Training, and Records Support
- Support administration of employee benefit programs by coordinating enrollments, benefit changes, and employee communications.
- Respond to employee questions about benefits, leave programs, and related administrative processes.
- Process and maintain records tied to leave programs, benefit enrollments, and employee program participation.
- Prepare and distribute required notices, forms, and communications related to benefits and leave programs, including maintaining state and federal required employer postings.
- Coordinate with employees, payroll, benefit providers, and third-party administrators to help facilitate accurate processing and documentation.
- Maintain benefit and leave files and records in accordance with established procedures, while safeguarding confidential personnel and medical information.
- Coordinate employee training programs, workshops, orientations, and professional development activities, including maintaining training records and assisting with tracking participation and completion.
- Organize, maintain, retrieve, and archive electronic and physical records, including personnel, medical, benefits, training, and other confidential HR files.
- Support administrative activities related to workers’ compensation, employee safety, and risk management programs, including maintaining related program files and documentation.
- Gather, compile, and organize information needed for audits, reports, surveys, and compliance activities, and assist with federal, state, and local agency documentation.
- Provide administrative support to HR staff and assist with department operations as needed.
Required Qualifications
- Associate degree from an accredited college or university in Human Resources Management, Business Administration, Public Administration, Office Administration, Organizational Development, or a closely related field.
- Two (2) years of progressively responsible administrative, customer service, office support, or HR support experience.
- Or an equivalent combination of education, training, certifications, and experience demonstrating the knowledge, skills, and abilities to perform the essential functions.
- Possession of or ability to obtain a valid Oregon driver’s license and maintain a driving record that meets City standards at the time of appointment.
- Ability to maintain confidentiality and appropriately handle sensitive personnel, medical, and organizational information.
- Demonstrated commitment to excellent customer service and fostering respectful workplace interactions.
- Maintain personnel, medical, and other confidential records in accordance with applicable requirements.
- Follow records retention, records management, and information security requirements.
- Effectively utilize Microsoft Office applications and other business software systems.
- Communicate effectively orally and in writing with individuals from diverse backgrounds and organizational levels.
- Maintain attention to detail while working in a fast-paced environment with frequent interruptions.
- Enter, maintain, and retrieve information from databases and electronic record systems.
- Work independently while following established procedures and guidelines, using sound judgment and escalating issues requiring higher-level review or interpretation.
Preferred Qualifications
- Experience in an HR, payroll, benefits, recruitment, or administrative support environment.
- Experience working in a public-sector or unionized environment.
- Experience coordinating recruitment, onboarding, employee benefits, leave administration, training, or records management activities.
- Experience utilizing HR, payroll, applicant tracking, or records management software.
- Bilingual or multilingual communication skills supporting a diverse workforce and community.
- Professional certifications such as PSHRA-CP, SHRM Certified Professional (SHRM-CP), or other relevant HR credentials.
Salary and Benefits
Salary range: USD 61,700 - 83,295 per year. This position also includes a comprehensive benefits package, including:
- Excellent medical, vision, and dental benefits for the employee and qualified family members with low monthly out-of-pocket cost
- City-paid contribution to a VEBA Trust account for out-of-pocket healthcare expenses
- Paid time off: 8 hours of vacation leave per month with progressive increases, 8 hours of sick leave per month, and 10 paid holidays per year; no waiting period to use vacation and/or sick leave accruals
- Retirement benefits including City-paid participation in the Oregon Public Employee Retirement System (OPSRP), plus a City-paid 6% IAP contribution
- City-paid 2.5% contribution into a pre-tax deferred compensation plan
- Job-related college tuition and book reimbursement
- Employee assistance program, basic life insurance, short-term disability, and long-term disability
- Flexible spending accounts for healthcare and childcare expenses
Supervision: Works under the general supervision of the Human Resources Director, Human Resources Manager, or designee, who establishes priorities, provides guidance, and evaluates performance.
Position coordination: This is a non-supervisory position. Lead work or coordination of the work of others is not a typical function assigned to this role.