Human Resources Clerical Assistant (Seasonal)

Primary Purpose: Provides temporary administrative and clerical support to the Human Resources Division through project-based assignments and daily office operations. Assists with records management initiatives, including the scanning, digitization, organization, classification, and electronic filing of personnel and departmental records. Supports the Division by maintaining accurate records, preparing documents, and performing general administrative duties that contribute to the efficient operation of Human Resources programs and services while providing exposure to municipal government operations and human resources functions.

Supervision Received: Work is performed under the general supervision of the Human Resources Manager and/or designee. Assignments are reviewed for completeness, accuracy, and adherence to established procedures.

Work Schedule: Approximately 20 to 25 hours per week during normal business hours (8:30 a.m. to 5:00 p.m.), Monday through Friday. This is a temporary summer seasonal assignment anticipated to last approximately three months, subject to departmental needs and project completion.

• Scan, digitize, organize, classify, and index personnel and departmental records in accordance with established records management procedures. Review scanned documents for accuracy, completeness, legibility, and proper file naming conventions and prepare records for electronic storage within the City's document management system
  
  
• Prepare paper records for scanning by removing staples, paper clips, bindings, and other materials. Organize and arrange documents to facilitate efficient digitization, retention, retrieval, and archival processes.
  
  
• Enter, update, verify, and maintain information within database, spreadsheets, and tracking logs. Assist with records retention activities and maintain accurate documentation of project progress.
  
  
• Perform general administrative support duties including filing, copying, printing, document preparation, mail distribution, and office organization. Answer and direct visitors as needed.
  
  
• Assist Human Resources staff with special projects, records management initiatives, departmental events, and other duties as assigned.
  

Required Minimum Qualifications: The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education: High school diploma or equivalent preferred. Coursework in business, office administration, information management, records management, human resources, or a related field is desirable.

Experience: One year of clerical, administrative, office support, records management, customer service, or related professional experience preferred. Experience working with document scanning, electronic records management systems, data entry, or digital filing systems is desirable.

R equired Knowledge, Skills, and Proficiencies:

• Knowledge of general office practices, procedures, and equipment.
• Knowledge of records management and document organization principles.
• Ability to maintain strict confidentiality when handling sensitive personnel and organizational records.
• Ability to organize and manage large volumes of physical and electronic documents.
• Ability to accurately classify, index, and maintain records.
• Ability to follow written and verbal instructions with attention to detail.
• Ability to establish and maintain effective working relationships with employees, supervisors, and the public.
• Ability to prioritize assignments and complete work within established deadlines.
• Proficiency in Microsoft Office applications including Word, Excel, Outlook, and Teams.
  
• Ability to learn and utilize document management and records retention systems.
  

Work Environment: Work is primarily performed in an office setting with public and staff contact. Noise levels are usually moderate.

Tools and Equipment Used: Operate standard office equipment including personal computers, scanners, multifunction printers/copiers, telephones, calculators, and other related office technology. Utilize Microsoft Office applications, electronic records management systems, document imaging software, and other software applications necessary to perform assigned duties.

Physical Demands: Work is performed primarily in an office environment. Regularly sit, stand, walk, bend, reach, and use hands and fingers to operate computers and office equipment. Frequently lift, carry, move, and organize files, records boxes, and office materials weighing up to 25 pounds. Must be able to view computer screens for extended periods and perform repetitive keyboarding activities.