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Jackson County Library District - Human Resources Assistant

Posted: 6/25/2020
Location: Medford, OR
Salary: $39,182 - $49,075

THE POSITION
The Human Resource Assistant will coordinate and complete the daily functions of the Human Resource (HR) department including coordinating interviews and new hire paperwork, customer service and answering questions, and enforcing company policies and practices. Decisions are made within general instructions, employment laws, library policies and rules. This position will act as an assistant to the Human Resources Manager and they will coordinate the Manager’s calendar, handle purchase orders, travel arrangements and general correspondence from the HR Department. Final decisions are made by the Human Resources Manager. 

DUTIES AND RESPONSIBILITIES

  • Manages leaves of absence, including FMLA, Leave Without Pay, Leave Transfer and Workers Compensation. Works closely with employees, managers and other Human Resources staff on leave of absence procedures. Tracks required paperwork, maintains medical files and confidentiality of included information.
  • Informs employees of changes in benefits options and programs and provides clarification and interpretation of policies and agreements.
  • Assists employees by determining eligibility for qualifying events and providing guidance on the enrollment.
  • Disseminates benefits package information, including medical, dental, disability and life insurance and retirement plan options to new employees.
  • Coordinates annual open enrollment, Wellness program, annual Service Awards Reception, COBRA administration, retirement orientation sessions, Leave Transfer committee, and other fringe benefits events.
  • Coordinates full cycle of the selection and hiring process using online applicant recruiting and tracking system. Creates recruitment plans, advertisements, evaluation plans and steps.
  • Screens, evaluates and refers candidates for interviews. Checks applicant references, makes job offers, initiates required paperwork and communicates with applicants verbally and in writing.
  • Creates and generates system reports, graphs and charts related to employment tracking and statistics.
  • Generates and processes all new hire and other personnel related action forms, including entering new hire data into HRIS. Coordinates with Payroll Specialist to ensure accuracy of HRIS information and data.
  • Collaborates with hiring managers to construct valid job-related selection criteria, evaluation tools, and interview questions. Assists managers with completing new hire paperwork.
  • Creates and maintains content of HR employment webpage.
  • Plans, coordinates for, and recruits at job fairs
  • Provides statistical and research assistance by gathering, preparing and analyzing data for use in developing and implementing policies and procedures and determining cost. Assists in the development of HR policies, procedures and activities; responds to inquiries from staff and public regarding HR policies and procedures, as appropriate.
  • Conducts or acquires background checks and employee eligibility verifications.
  • Provides excellent customer service to internal and external customers; answers questions as appropriate regarding policies, procedures, benefits, leaves and other related HR items.
  • Prepares and coordinates materials for department ran meetings, trainings and events.
  • Handles employment-related inquiries from applicants, employees, and supervisors, referring complex and/or sensitive matters to the appropriate staff.
  • Maintains compliance with federal, state, and local employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance.
  • Regular attendance.
  • Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

  • Possess knowledge of HR processes and procedures.
  • Knowledge of state and federal laws related to labor, family and medical leave, benefits and wage and hour.
  • Possess analytical, research, and problem-solving skills and needs to use good judgment when making independent decisions.
  • Mental activities involve continuous reading, writing, speaking, and performing basic and advanced math functions.
  • The position isrequired to use effective communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc., sufficient to exchange or convey information and to receive work direction.
  • Knowledge of Microsoft Office Suite, including Excel and Word.
  • Possess computer skills and the ability to use a variety of software programs; including payroll and accounting programs; experience with Tyler Incode or other accounting software expertise is preferred.
  • Must be flexible and adaptable to changing situations.
  • Ability to multitask and work with competing interests.
  • Ability to succeed in a teamwork-oriented environment.
  • Complies with safety requirements of the position and actively promotes safe work practices.
  • Actively supports and respects diversity in the workplace.

QUALIFICATIONS MINIMUM QUALIFICATIONS

  1. High School Diploma or GED.
  2. Two years of experience working in a clerical position with human resources duties.

DESIRED QUALIFICATIONS

  1. Two years of college coursework in Human Resources, Business Administration, Public Administration or another related field.
  2. Experience in the public sector.

SPECIAL REQUIREMENTS/LICENSES

  • Criminal background check required.
  • Must have valid driver’s license and required mandatory insurance when operating a privatelyowned vehicle for business purposes.
  • Must be able to travel to other locations to perform work, and/or attend work-related meetings, workshops or conferences.

WORKING CONDITIONS
While performing the duties of this position, the employee is continuously required to communicate by talking and listening, use of fingers and hands, repetitive motion and sitting. Frequently required to stand, walk, reach, and feel. Occasionally bend, stoop, grasp and rarely to feel, kneel or crawl. The position requires mobility, including the ability to move materials weighing up to 5 pounds on a regular basis such as files, books, office equipment, etc. May infrequently require moving materials weighing up to 30 pounds. Manual dexterity and coordination are required over [75%] of the work period while operating equipment such as a computer keyboard, calculator, and standard office equipment. High volume environment with high accuracy requirements for numeric and alpha processing. Travel to other district locations and/or to workshops/professional meetings/conferences. This level has a work environment that is well protected, with virtually no hazards or obstacles. There is very little element of personal risk or hazard. Job conditions are stable, usually well managed, and very comfortable. Conditions may consist of the following:

  • Reading for comprehension and direction, (policies & procedures).
  • Speaking to share/respond, to maintain relationships and to convey instructions and/or direction.
  • Various equipment includes computers with a keyboard and mouse, telephone, and other electronic devices to share documents, information and discussion.
  • Interaction with library customers, Foundation Board, library staff, and the management team.
  • May include stressful situations related to negotiating or resolving problems.
  • Attendance at occasional evening/weekend meetings and/or social/business events.

SELECTION PROCESS
After the preliminary screening, selected candidates will be invited for an initial interview. Videoconference interviews (in lieu of an in-person initial interview) will be offered. Candidates to be interviewed will be selected from applicants who most closely meet the minimum and desired qualifications. Meeting the minimum qualifications does not guarantee an interview. JCLS reserves the right to re-advertise the position or to delay indefinitely filling of the position if it is deemed that applicants for the position do not constitute an adequate applicant pool or if funding is not available.

CONDITIONS OF EMPLOYMENT
Employees must satisfy all of the pre-employment requirements prior to appointment that include, but are not limited to; verification of their legal right to work in the United States, and a background check.

ACCOMMODATIONS
Applicants requiring reasonable accommodations in completing the application or the interview process must notify the Human Resources Department in advance.

EQUAL OPPORTUNITY EMPLOYER
JCLS provides equal employment opportunities to all employees and applicants for employment, and prohibits discrimination and harassment, of any type, without regard to race, color, religion, age, sex, national origin, marital status, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation, and training. The organization employs affirmative personnel measures to ensure the achievement of equal employment opportunities in all aspects of employment, and the work environment. These policies of nondiscrimination will prevail throughout every aspect of the employment relationship, including recruitment, selection, compensation, promotion, transfer, layoff, termination, training, and conflict resolution.

APPLICATION PROCESS
In order to be considered for this position, applicants must submit a JCLS Application, Cover Letter and Resume. The JCLS Application can be found at https://jcls.org/jcld/employment. These items must be turned in to the Human Resources Department no later than Tuesday, May 26, 2020 at 12:00PM PST. Materials can be submitted by emailing to (redacted). Only candidates with complete materials and who meet the minimum qualifications of the position will be considered. 

Application deadline: Open until filled.