Personnel Records Assistant

The purpose of this job is to implement changes to employees, pay rates and classifications, as determined by the Human Resources and Labor Relations divisions.

Ensures accurate employee records in our Human Resources/Payroll system.

ESSENTIAL DUTIES & RESPONSIBILITIES The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job.

Employees may be requested to perform job-related tasks other than those specifically presented in this description.

* Maintains accurate, up-to-date records pertaining to employee personnel, payroll and benefit programs; maintains records on all active and inactive employees; answers related questions as necessary * Enters information and records related to personnel transactions, including leave accruals, salaries, licenses and other information in the HR Information System * Serves as liaison with the payroll office to ensure accurate processing of employment and payroll related forms * Maintains various files regarding employee benefits, grievances, labor agreements and other personnel related matters * Reviews employment applications for seasonal employees; checks references, interviews applicants and sets up interviews with departments * Posts job notices; reviews job applications; establishes order of applicants based on labor contract; contacts departments with regard to promotions and transfers * Schedules new employees for physical examination; provides initial orientation to employees regarding benefits * Prepares salary ordinances for City Commission meetings and may prepare agenda and minutes for Civil Service Board meetings * Prepares a variety of reports for personnel management purposes; prepares statistical data for reports * Performs license and permit maintenance * Performs related work as required Required Education and Experience * High School diploma * -AND-- * At least one (1) year of experience working with employee benefits and/or employee records * -OR-- * Any equivalent combination of training, education, and experience that provides the required skills, knowledge and abilities Knowledge of: * City's benefit plans and of appropriate record keeping systems * Proper standards and techniques for maintaining personnel records * Various contracts and their respective leave accrual benefits, with respect to deadlines, limits and qualifying factors * State requirements for licenses and City job description requirements for CDL classifications * Applicable software applications * Principles and practices of basic bookkeeping * Modern office procedures, methods and computer equipment Skill in: * Interpersonal skills necessary to develop and maintain effective and appropriate working relationships * Performing a variety of duties, often changing from one task to another of a different nature * Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios Ability to: * Carry out proper procedures in processing insurance claims and other benefit services * Communicate effectively, both orally and in writing * Prepare and present clear and concise reports * Meet schedules and deadlines of the work * Understand and carry out oral and written directions * Accurately organize and maintain paper documents and electronic files * Maintain the confidentiality of information and professional boundaries We offer: * Medical, Dental, and Vision starting on Day 1 * 6% employee 401a contribution with employer matching (6% or 7% based on bargaining unit) * Employee & Employer contributions to Retiree Health Savings Account * Voluntary benefits such as term life insurance, flexible spending accounts, accidental insurance, disability insurance, and deferred compensation plan options * Twelve Paid Holidays * Paid Vacation and Sick Time * Paid parking (if applicable) * Employee Home Ownership Incentive * Tuition Reimbursement and professional development opportunities * Paid Parental Leave * Employee Assistance Program with free mental health counseling * Comprehensive Wellness program with a health and wellness incentive * Employee Discounts and Perks Should an applicant need any disability related accommodation or other consideration in the application or selection process, please notify the human resources department upon submittal of application.

The City of Grand Rapids does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy or gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.