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Human Resources Assistant

Pay: $40,000.00

Job Type: Full Time

Department/Division: Human Resources


8-hour days, 40 hours per week.  Working shift is 8:00 a.m. to 5:00 p.m., Monday thru Friday.  Exemption Status:  Non-Exempt.


Paydays are every other Friday (biweekly) and shall compensate employees for work performed during the 14-day period ending on the Sunday immediately before the payday.


Under the administrative direction of the Director of Human Resources, this individual must have the ability to perform a variety of secretarial and clerical duties that require the knowledge of the daily departmental operations; performs responsible and confidential secretarial duties and research into Human Resource processes; prepares departmental time records and payroll reports; create and maintain charts, graphs, spreadsheets and databases on a personal computer; type and proof a variety of materials, assist department head or designee in the collection of various materials and data for special reports and special projects, work with employees’ and retirees’ health and workman’s compensation insurances, death benefits, IMRF enrollment, policy preparation and implementation; establish and maintain comprehensive administrative, personnel, and confidential files, and have the initiative and ability to use independent judgment and work efficiently with minimal supervision. This individual also must learn and understand IMRF, workman’s compensation, Medicare supplemental insurance, and health insurance.


  • Research, tabulate, and summarize information of routine, periodic, or special reports, completes surveys as needed, for example wage statements for employees.
  • Responsible for the completion of the EEO-4 report.
  • Responsible for maintaining and reporting on the OSHA 300, 301, and 301A reports.
  • Prepares a variety of materials including reports, budget request and related fiscal material, special reports of departmental activities or programs.
  • Establishes and maintains office files, specifically personnel files, medical files, workman’s compensation, and general informational files.
  • Maintain confidential records and files and handle confidential correspondence and records.
  • Submits information on new personnel to the Tourism Department for the newsletter.
  • Screen and place calls, monitor and follow up on messages, refer callers to appropriate parties.
  • Audit I-9 forms, maintain, audit, and destroy per Federal regulations.
  • Send, file, and maintain FMLA paperwork.
  • Receive, welcome, and assist employees and the general public or refer to appropriate parties.
  • Prepares departmental time records and payroll reports. Audits leave balances.
  • Prepares leave balance report annually.
  • Prepares reports for the annual audit.
  • Prepares new employee paperwork and assists in the orientation of new employees, including the Aquatic Zoo seasonal employees.
  • Processes required paperwork for employee transfers, changes in job classification, salary increases, and other related employment matters.
  • Compose standard letters in response to routine correspondence.
  • Proofread and correct errors in documents.
  • Receives and distributes office mail.
  • Operates computer, calculator, copy machine, fax machine, scanner, ID maker, and related office equipment.
  • Performs all other duties as assigned


  • Requires knowledge, skill, and mental development equivalent to the completion of four years high school.
  • Requires the ability to pass Adult Basic Education Test.
  • A two-year degree in Secretarial Science or a direct related filed is desirable.


  • Minimum of two years of responsible secretarial experience, including business English, general clerical skills and computer knowledge.
  • One-on-one experience in dealing with the general public and business professionals.
  • Ability to establish and maintain a complex set of confidential files and records.
  • Excellent written and verbal communication skills.
  • Strict confidentiality in daily duties.
  • Excellent organizational skills and attention to detail.
  • Knowledge of the function, organization, and operation of City Government.
  • Extensive knowledge of modern office procedures, equipment, and practices.


  • Knowledge of proper telephone etiquette and ability to effectively communicate in a courteous, tactful, and diplomatic manner.
  • Ability to prepare and compile departmental data for use in various types of reports.
  • Ability to work independently, confidentially, and efficiently without direct or continued supervision.
  • Ability to maintain effective working relationships with the general public and fellow employees.
  • Ability to type a minimum of 55 (net) words per minute.
  • Ability to operate general office machines accurately and efficiently.
  • Requires proficient knowledge of computers, specifically the Windows Operating System, and computer programs, such as Microsoft Office Suite.
  • Must have solid time-management skills, able to prioritize.
  • Ability to successfully pass a medical and background screening


  • Able to stand, sit, kneel, lift less than 20 pounds.
  • Use written sources of information, e.g. read reports, procedural documentation, reference materials.
  • Use non-verbal auditory sources of information, telephone, speaking with individuals who come into the Human Resources office.
  • Digital dexterity, e.g. using computer keyboard.
  • Use oral communication to perform work, e.g. answer telephone, receive visitors


  • Residency within the limits of Jefferson County is required of all City Employees.