Human Resources Assistant

Join our City of Oak Harbor team to help build a legacy of commitment to excellence in diversity, equity, and inclusion in our vibrant waterfront community.

Plan, coordinate and perform administrative support duties (correspondence, records management, report preparation, research, staffing) to assist the Human Resources Director while maintaining all necessary confidentiality. Perform a variety of complex and diverse clerical functions requiring full-knowledge of office procedures, appropriate computer software and independent judgment while maintaining an efficient workflow. Liaison and support other City departments with personnel matters.

Work activities involve multiple skills and may include, but are not limited to, any of the following depending on area of assignment, business needs, emergency services, special projects, and seasonal factors:

1. Establish, design and maintain office files, spreadsheets, databases, and records systems. Input, retrieve, monitor, verify, transfer and purge data/records/files/logs in accordance with archiving requirements and practices.
2. Formulate/prepare correspondence, reports, charts and other documents from notes and draft materials. Coordinate and assist in the design of documents and records. Proofread and edit a variety of reports and other documents.
3. Perform administrative tasks to support recruitment and selection processes (for both Civil Service and Non-civil service positions) including creating/proofing documents, advertising, collating applicant packets, screening, sending letters, tallying data and filing.
4. Assist with new-hire onboarding, orientation, and training and assist with exiting employee offboarding.
5. Assist with tracking and maintaining employee leave management including medical leave absences and tracking and filing of Labor and Industries (L&I) workers’ compensation records.
6. Maintain the department website and/or social media (input, edit, and update information and format).
7. Track, compile, and report on employee information and data using the applicant tracking system, learning management system, performance management system, or any other employee-related data tracking systems.
8. Track and post current State and Federal mandated workplace posters and disseminate to other buildings/departments.
9. Process employee health benefit enrollments and changes and lead the annual employee health and wellness fair.
10. Support departments and assist with employee performance reviews, goal management, and learning progress.
11. Coordinate training and serve as a main point of contact (set up location, ensure required equipment is available, prepare certificates, track employee attendance).
12. Review invoices on human resource expenditures for accuracy and assign proper budget numbers to accounting.
13. Research and compile data from varied sources to prepare reports, job descriptions, or special projects.
14. Work cooperatively and effectively with City officials, department heads, supervisors, co-workers and the general public using good judgment in response to inquiries and to resolve concerns in a positive and timely manner using tact and courtesy.
15. Prepare or process confidential information as required and complete special assignments/projects as required.

1. Attend various professional development workshops and continuing education meetings.
2. Perform related duties and responsibilities as assigned.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required, with or without reasonable accommodation.

• Knowledge of letter writing and basic report preparation.
• Knowledge of English usage, spelling, grammar, punctuation and mathematics.
• Knowledge of record keeping methods and procedures.
• Skills in electronic information systems and/or user-interfaced web-based applications.
• Ability to learn general personnel policies and procedures applicable to the City.
• Ability to collect, compile and input (word process) information and data for a variety of reports.
• Ability to communicate effectively, both orally and in writing.
• Ability to work independently in the absence of supervision.
• Ability to maintain a high level of confidentiality.
• Ability to operate standard office equipment including personal computer and specialized software, calculator, copy machine, and fax machine.

Qualifications & Requirements

An equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities to perform the essential job functions may be considered.

• High school diploma/GED equivalentwithtwo years college-level coursework or vocational training in a combination of office management, accounting, administrative, secretarial, and/or business skills.
• Four (4) years experience in a responsible administrative assistant position providing support to a division manager or department director, preferably in human resources.
• Experience with electronic applicant tracking system or employee information systems preferred.
• Current certification with the International Public Management Association for Human Resources (IPMA-HR) or the Society for Human Resource Management (SHRM) preferred.
• Preference will be given for experience in a municipal or public sector agency environment.
• Proficient computer operation skills and experience with a variety of software programs including Microsoft Office applications, database programs, and internet research tools. Strong MS Excel and MS Word skills required.
• Must sign agreement acknowledging confidential nature of employment.
• Valid driver's license or the ability to perform the job in an equally efficient manner without driving.  
• Ability to successfully pass a comprehensive employment background verification with a clean driver’s abstract.

The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

Work is performed in an office environment with some travel to other City buildings by foot or by car. Work requires reaching, twisting, turning, kneeling, bending, squatting, a normal range of hearing and visual acuity, eye/hand coordination and manipulation skills to operate a personal computer, telephone, and other equipment, as well as the ability to sit for extended periods of time and access all areas of the facility including stairs, and occasionally moving items in excess of 25 pounds.

The City of Oak Harbor is an equal opportunity employer. All qualified applicants will be considered for employment regardless of age, sex, marital status, sexual orientation, race, creed, color, national origin, honorably discharged veteran or military status, or the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability or any other status protected by law.