Administrative Associate/Human Resources

The Position

PROMOTIONAL AND OPEN EXAMINATION - ONE YEAR PROBATION PERIOD

Under the direction of senior management, positions at this level perform data gathering and analysis, and considerable independent human resources work. This is the journey-level position in the series.

The current vacancy is in the Employee Benefits Section.

Essential functions of the job include, but are not limited to, the following:
Ensures Department services are provided with exceptional customer service and the highest level of ethical standards.
Compiles, analyzes and interprets statistical and financial data for operational or administrative human resources programs and projects.
Researches and assembles information from a variety of sources for the completion of specialized forms; and preparation of reports makes arithmetic and statistical calculations.
Performs detailed special projects and research assignments. Collaborates with various staff and departments in completing special projects and reports.
Explains and interprets human resources policies, procedures and regulations to the public and to employees.
Inputs data and prepares statistical charts, graphs, organizational and workflow charts, procedural manuals and reports using variety of computer applications.
Develops monitoring controls, regulations, reporting procedures and forms, and assists in review of existing regulations and procedures.
Receives and screens visitors and telephone calls, providing general and specialized information regarding assigned function that may require the use of judgment, tact and sensitivity and the interpretation of policies, rules and procedures.
Composes and drafts correspondence, staff reports, specialized forms, technical and statistical material and confidential documents from drafts, notes or brief instructions; independently responds to correspondence and inquiries proofreads and checks typed and other materials for accuracy and completeness and for compliance with policies and regulations.
May attend meetings and takes minutes.
Assists in the planning, developing and implementation of departmental programs and procedures, directing and/or participating in conducting studies to evaluate existing and proposed programs, procedures and policies, and directing and/or participating in the department liaison activities.
Establishes and maintains a variety of filing and tracking systems.

May drive on City business as necessary.

Assumes responsibility for ensuring the duties of the position are performed in a safe and efficient manner.
Performs other related duties as assigned or as the situation requires.

When assigned to Employee Benefits:
Acts as liaison between insurance providers, employees, and retirees in person, email, mail or over the telephone. Assists in the resolution of insurance coverage problems using exceptional customer service and interpersonal skills. Enters data into the City HR/Payroll system, and other benefit related applications, including CalPERS and runs related reports; maintains benefit files and materials. Assists with the coordination of various benefit programs including annual Open Enrollment, Benefits Orientation for new employees, and retirement seminars; assists with the distribution of enrollment forms, educational materials, and other data in support of such programs. Maintains highly confidential information in accordance with the Health Insurance Portability and Accountability Act (HIPAA) standards. Processes carrier billing invoices.

When assigned to Administration:
Processes onboarding paperwork and enters relevant information in the Enterprise Resource Planning (ERP) system; prepares associated confirmation letters and memos. Establishes and maintains eligible lists and provides related reports to Analysts and the Civil Service Commission. Certifies candidates to the Human Resources Requisitions from eligible lists. Processes and records waivers, withdrawals, disqualifications, removals, and job declinations on eligible lists and in the applicant management system. Acts as a liaison between hiring departments and eligible list candidates; handles candidate issues departments may encounter, including the inability to reach candidates. Maintains, updates, and distributes the Unfilled Human Resources Requisition list. Runs salaried evaluation batches each pay period; reviews and logs incoming employee job performance evaluations; researches evaluations not received and communicates with the department in order to ensure timely submission; reports past due performance evaluations to the Civil Service Commission. Maintains employee review and step increase information in the ERP system. Makes adjustments to evaluation schedules, step increase dates, and probation dates. Obtains salaried step increase information from evaluations. Assists with obtaining raters for City panels and for neighboring organizations. Prepares panel packets and assists analysts with exam administration and interviews. Acts as subject matter expert during HRIS upgrades and assists during system testing.

Minimum Requirements

Education/Experience
Bachelor degree; or an Associate degree (equivalent to a minimum of 60 units) and three years experience in a human resources environment. Experience in the administration of employee benefit programs such as group medical, dental, vision, long-term disability insurance, life insurance, and Consolidated Omnibus Budget Reconciliation Act (COBRA) is highly desirable.

License(s) / Certification(s)
Valid Class C California driver's license may be required for some positions in this series.

Knowledge, Skills & Abilities
Knowledge of:
Applicable, federal, state and local ordinances, codes, laws, mandates, etc.
Basic mathematical operations such as addition, subtraction, multiplication, and division.
English grammar usage, spelling, punctuation, and business vocabulary.
Exceptional customer service practices.
Internal departmental policies and procedures.
Office administrative practices and procedures, such as business letter writing and the operation of standard office equipment, including a word processor and personal or on-line computer.
Record keeping, report preparation, filing methods and records management techniques.

When assigned to Employee Benefits:
Knowledge of:
Consolidated Omnibus Budget Reconciliation Act (COBRA).
Health Insurance Portability and Accountability Act (HIPAA).
Medical, dental, life, and long-term disability insurance programs.
Public Employees Retirement System (PERS), and Public Agency Retirement System (PARS) programs.
The Affordable Care Act (ACA) and related reporting requirements.

When assigned to Administration:
Knowledge of:
City of Glendale Civil Service Rules and Regulations.

Skill in:
Analyzing and resolving office administrative situations and problems, regulations, rules and policies.
Applying logical thinking to solve problems or accomplish tasks; understand, interpret and communicate complicated policies, procedures and protocols.
Conducting detailed and thorough research.
Effective oral and written communications, both on a one-on-one and a group basis.
Exceptional customer service practices.
Making independent judgments and decisions based on standard policy or procedure.
Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
Preparing clear and concise reports, correspondence and other written materials. Researching, compiling, and summarizing a variety of informational and statistical data and materials.
Using tact, discretion, initiative and independent judgment within established guidelines.
Utilizing standard word processing and spreadsheet software.

Ability to:
Provide exceptional customer service to all employees and vendors.
Develop necessary skills from on-the-job training and meet the standards of performance for the classification by the end of the probationary period.
Foster a teamwork environment.
Model and practice the highest standards of ethical conduct.
Analyze data.
Design and implement work flow systems.
Effectively train others.
Efficiently organize and manage multiple ongoing projects with a high degree of accuracy.
Establish smooth working relationships and resolve interpersonal conflicts.
Handle confidential information with discretion.
Interpret, apply, explain and reach sound decisions in accordance with laws, regulations, rules and policies.
Maintain a filing system.
Make routine organizational and procedural studies and to prepare and present comprehensive reports.
Prepare and present written reports.
Prepare correspondence and reports using a personal computer and word processing software.
Prepare spreadsheets, charts and graphs utilizing a personal computer and automated spreadsheet software.
Present a courteous, professional public image to the citizens of Glendale.
Prioritize workload and adapt to frequently changing deadlines in a fast paced environment. Read and interpret documents such as operation and maintenance instructions, procedure manuals.
Read, write, communicate effectively and comprehend directions in English.
Understand and carry out written and oral instructions, giving close attention to detail and accuracy.

Other Characteristics
Willingness to:
Assume responsibility for maintaining a safe working environment.
Work overtime as requested or required.

Promotional Eligibility
Any City of Glendale employee who meets the minimum qualifications for this position, has completed probation or six months of City employment, and is occupying a permanent full-time classification on file in the Human Resources Department. Hourly City employees may be considered, provided that they furnish proof of continuous employment immediately preceding the final filing date, which would equal a minimum of six months of full-time service or 1040 part-time hours. (Civil Service Rule VIII 4-E).

Note An equivalent combination of experience, education and/or training may be considered as a substitute for the listed minimum requirements.

Exceptional Customer Service Policy
The City of Glendale places a high importance on quality customer service and prides itself for the high level of services it provides by every employee of the organization. As employees of the City of Glendale, we are committed to providing our diverse community and each other with courteous, considerate, and personal attention.

Please click on the link to read the Exceptional Customer Service Policy .

Selection Process

EVALUATION OF APPLICATION: All applications, resumes and submitted reference materials will be reviewed and evaluated and only the best-qualified candidates based on applicable experience will be invited to the selection process. WRITTEN EXAM: (PASS/FAIL) To evaluate the applicant’s ability to be successful in this position. Exam will be relevant to the duties of this position. Approximately, the top scoring candidates who achieve a minimum passing score of 70.00% on the written exam will be invited to the further stages of the examination process.

ORAL INTERVIEW: (Weight of 100%) To evaluate the applicant's experience, education, and general background for the position.

Candidates must pass each exam component with a minimum score of 70.00% in order to be placed on the eligible list.

TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. Any evaluation will be based on the candidate's education and experience as related to the position. Any examination will be to evaluate the candidate's education, experience, knowledge and skills for the position. The selected candidate will be subjected to a background check including Livescan fingerprinting. The City of Glendale reserves the right to modify the above stated examination components and/or weights. Should this be necessary, the candidates will be notified of the specific examination components and weights prior to the administration of any examination. The City of Glendale conforms with State and Federal obligations to make reasonable accommodation for applicants and employees with disabilities. The Human Resources Department asks that it be advised of special needs at least five days prior to the first test part so that a reasonable accommodation may be made. The provisions of this bulletin do not constitute an express or implied contract. In compliance with the Immigration Reform and Control Act of 1986, the City of Glendale requires that all new employees provide documentation to establish both work authorization and identity.

The City of Glendale offers a comprehensive benefit package including vacation, holiday, and sick leave as well as medical, dental, vision, and long-term disability insurance.

The above listed benefits apply to full-time, salaried positions only.

Closing Date/Time: 3/14/2025 11:59 PM Pacific

• 

• City of Glendale

• 818-548-2152

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