Human Resources Assistant

Position:

Human Resources Assistant

Staff Member Type:

Administrative

Reports To:

Human Resources Director

Department:

Administration

FLSA Status:

Full-time; Non-Exempt

Supervisory:

No

GENERAL STATEMENT:

The Human Resources Assistant provides administrative and technical support to the Human Resources Director and serves as a key point of contact for routine human resources operations within the District. This position supports a variety of functions including member relations, recruitment and hiring, onboarding and offboarding, benefits administration, leave administration, personnel records management, compliance tracking, and member recognition and engagement activities.

This position regularly communicates with District members, applicants, retirees, vendors, and the public, and therefore requires strong customer service, communication, and relationship-building skills, as well as the ability to handle sensitive and confidential information with discretion,  professionalism, and in compliance with applicable federal, state, and local employment laws, including but not limited to the Fair Labor Standards Act (FLSA), Family and Medical Leave Act (FMLA), Americans with Disabilities Act (ADA), Colorado Anti-Discrimination Act (CADA), Colorado Family and Medical Leave Insurance (FAMLI), the Colorado Open Records Act (CORA), and other applicable confidentiality and records-retention requirements.

The Human Resources Assistant operates within established District policies, procedures, and guidelines.  The position may provide functional backup support for routine, day-to-day human resources operations during periods when the Human Resources Director is unavailable. This role does not include independent authority for policy development, disciplinary action, investigations, labor relations strategy, or executive-level decision-making although involvement in these areas may occur as part of professional development and as an additional resource.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following statements are illustrative of the duties and essential functions of the position and do not include other non-essential or marginal duties that may be required.  The District reserves the right to modify or change the duties or essential functions of this position at any time. 

• Embody, communicate, and promote the vision and goals of the Aspen Fire Protection District and the CEO/Fire Chief.

• Provide administrative and technical support to the Human Resources Director in the day-to-day administration of human resources functions.
• Serve as a primary point of contact for routine human resources inquiries from members, applicants, retirees, vendors, and the public; provide accurate information and refer complex or sensitive matters to the Human Resources Director.
• Assist with recruitment and hiring processes, including preparing and posting job announcements, maintaining applicant tracking records, scheduling interviews and testing, coordinating background investigations, and communicating with candidates throughout the hiring process.
• Support member onboarding and offboarding processes, including preparation of employment paperwork, coordination of pre-employment testing, orientation scheduling, verification of employment eligibility, and entry of data into human resources information systems.
• Maintain accurate, complete, and confidential personnel, medical, training, and other human resources records in accordance with District policies, records retention requirements, and applicable laws.
• Assist with benefits administration, including enrollments, changes, COBRA notifications, coordination with payroll and insurance carriers, and responding to routine benefit-related questions.
• Assist with leave administration, including Family and Medical Leave Act (FMLA), medical, military, workers’ compensation, and other statutory or District leave programs by tracking documentation, deadlines, and approvals under the direction of the Human Resources Director.
• Coordinate and track workers’ compensation injury reports, exposure reports and claim documentation; assist with follow-up, reporting, and maintenance of related files.
• Assist with the development, implementation, and ongoing maintenance of District human resources–related cost containment initiatives and member safety and risk management programs, including tracking data, maintaining documentation, coordinating with internal and external stakeholders, and supporting compliance and reporting requirements.
• Support compliance tracking and reporting related to applicable federal, state, and local employment laws and District policies.
• Assist with the preparation, updating, and maintenance of job descriptions, human resources forms, procedures, reports, audits, and compliance documentation.
• Provide administrative and logistical support for human resources-related meetings, training, orientations, promotional processes, and member recognition activities.
• Maintain calendars, schedules, and deadlines related to human resources activities; ensure timely completion of assigned tasks.
• Serve as a functional backup to the Human Resources Director for routine operational matters when the Director is unavailable, within established guidelines and authority.
• Exercise discretion, professionalism, and sound judgment when handling confidential and sensitive information.
• Assist with administering Fire & Police Pension Association (FPPA) benefits, including processing new member information, maintaining records for active and retired members, and coordinating correspondence and reporting with FPPA.
• Support member relations, engagement, and recognition efforts by serving as a point of contact for routine member inquiries, assisting with communication and outreach, and coordinating member recognition activities, including tracking milestones and coordinating the sending of gifts or acknowledgements for special occasions, retirements, and significant life events, in accordance with District policy and budget guidelines.
• Actively embody and promote a culture of fitness, wellness, and team cohesion by personally participating in physical fitness activities during work hours when appropriate and feasible, encouraging healthy practices among District members, and supporting District wellness and injury-prevention initiatives.
• Assists with routine information technology and systems support for administrative functions, including basic troubleshooting, user access coordination, and serving as a liaison with external IT service providers; escalates technical issues as appropriate.
• Provides administrative, clerical, and operational backup and overflow support to the Executive Assistant and District administrative functions to ensure continuity of front office operations, including coverage during absences, peak workload periods, special projects, and routine support to District divisions such as the Deputy Chief of Administration and/or Operations and Fire Prevention.
• Assists with routine administrative coordination and support activities in collaboration with administrative and operational staff, including internal and external communications support, scheduling, document preparation, data entry, recordkeeping, event planning assistance, and participation in community education, wildfire prevention, and outreach activities as assigned.
• Supports and participates in a culture of fitness and wellness by taking personal initiative to maintain physical fitness and overall wellness appropriate to the demands of the position.
• Perform other job-related duties as assigned by Human Resources Director, the Fire Chief or designee.

KNOWLEDGE, SKILLS & ABILITIES:

Knowledge

• Knowledge of basic principles, practices, and procedures of human resources administration, including recruitment, onboarding, benefits, leave administration, records management, and member relations.
• Knowledge of applicable federal, state, and local employment laws and regulations as related to assigned duties, including confidentiality and records retention requirements.
• Knowledge of customer service principles and practices in a public-sector environment.
• Knowledge of standard office practices, procedures, and administrative support functions.
• Knowledge of workplace safety, workers’ compensation, and risk management concepts as related to human resources support functions.

Skills

• Skill in providing professional, courteous, and responsive customer service to District members, applicants, vendors, and the public.
• Skill in maintaining accurate and organized records and files, including confidential personnel and medical information.
• Skill in written and verbal communication, including preparing correspondence, reports, and documentation using proper grammar, spelling, and format.
• Skill in the use of standard office equipment and software, including personal computers, word processing, spreadsheets, databases, and human resources information systems.
• Skill in organizing work, managing multiple tasks, and meeting deadlines in a fast-paced, deadline-driven environment.
• Skill in supporting member recognition, engagement, and member relations initiatives in accordance with District policies and guidelines.

Abilities

• Ability to maintain confidentiality and exercise discretion when handling sensitive personnel and organizational information.
• Ability to interpret and apply District policies, procedures, and guidelines within established parameters.
• Ability to communicate clearly and effectively, both orally and in writing, with individuals at all levels of the organization.
• Ability to establish and maintain effective working relationships with District members, leadership, vendors, and outside agencies.
• Ability to prioritize work, adapt to changing priorities, and manage competing demands.
• Ability to work independently within established guidelines and to recognize when issues should be referred to the Human Resources Director.
• Ability to support cost containment, safety, and risk management initiatives through accurate tracking, documentation, and coordination.
• Ability to provide backup administrative support to the Executive Assistant and other functional areas as assigned.
• Ability to maintain composure, professionalism, and courtesy in situations involving sensitive issues, deadlines, or competing demands.
• Ability to recognize situations requiring escalation to the Human Resources Director and to seek appropriate guidance.

EQUIPMENT, ENVIRONMENT, MENTAL, AND PHYSICAL ACTIVITIES:

• Driving: May operate a District vehicle or personal vehicle in the normal course of business.
• Office Equipment: Regular use of standard office equipment including calculator, copier, scanner, fax machine, printer, shredder, and laminator.
• Computer Equipment and Technology: Daily use of personal computer and standard business software including Microsoft Word, Excel, PowerPoint, Outlook, Google Workspace applications, Adobe Acrobat, and District-specific systems such as ESO, Aladtec, and other human resources, payroll, scheduling, or records management systems. May also utilize District-approved artificial intelligence (AI) tools and digital resources to assist with research, drafting, data organization, workflow efficiency, and administrative support functions, in accordance with District policies, confidentiality requirements, and data security standards.
• Language Skills: Ability to read, interpret, and apply policies, procedures, instructions, and manuals; ability to prepare correspondence, reports, and documentation using proper spelling, grammar, and format; ability to present information and respond to questions individually and in small group settings.
• Mathematical Skills: Ability to perform routine mathematical calculations including fractions, decimals, ratios, percentages, and proportions.
• Reasoning Ability: Ability to interpret instructions furnished in written, oral, or diagrammatic form; ability to solve practical problems involving limited standardization and a variety of variables; ability to evaluate information, recognize limitations, and seek guidance as appropriate.
• Physical Activity: Primarily sedentary work involving prolonged sitting; may also require standing, walking, bending, stooping, reaching, climbing, carrying, and lifting for varying periods. Requires continuous and repetitive arm, hand, and eye coordination for computer and administrative tasks.
• Lifting: May involve lifting and carrying materials or equipment weighing up to twenty-five (25) pounds for short periods of time.
• Vision and Hearing: Must possess sufficient visual acuity to read paper and electronic documents and sufficient hearing ability to communicate effectively in person and by telephone and to respond to verbal inquiries.
• Exposure to Environmental Conditions: Primarily works in a professional office environment; may occasionally be exposed to outdoor conditions including heat, cold, noise, rain, snow, traffic, dust, dirt, odors, or fumes when performing duties outside the office or at District facilities.

MINIMUM QUALIFICATIONS:

• Associate’s degree or higher from an accredited educational institution, in Human Resources, Business Administration, Public Administration, or related field and/or two (2) to four (4) years of relevant administrative or human resources support experience.

• Possess and maintain a valid Colorado Driver’s License with satisfactory driving record or be able to obtain within 30 days of employment. 
• Human Resources Certification (SHRM-CP or equivalent) or be able to obtain within 18 months of hire.
• Valid BLS for Healthcare Provider card (or equivalent) or be able to obtain within 12 months of hire.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree or higher from an accredited educational institution, in Human Resources, Business Administration, Public Administration, or related field and/or six (6) years of relevant administrative or human resources support experience.
• Experience in the public sector.
• Human Resources Certification (SHRM-CP equivalent or higher)

Any equivalent combination of experience, training, or education which provides the knowledge, skills, and abilities necessary for this position may be considered. 

The member is required to maintain certifications the member has at time of hiring or obtains during employment with the District.

HOURS AND WORK SCHEDULE:

This is a non-exempt position that includes work during daytime hours, Monday through Friday; with potential evening, weekends and/or holidays should the need arise. This is a 40 hour per week position.

NOTE:

Essential functions, as defined under the Americans with Disabilities Act, may include the above listed tasks, knowledge, skills, and other characteristics. The list of tasks is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by positions in this class. 

The District reserves the right to change, update and/or amend this job description as the needs of 

the organization changes.