Human Resources Assistant

Definition

This recruitment will close on January 27, 2026, or once 100 applications have been received, whichever occurs first.

Submit your application early for priority consideration.

The City of Milpitas is looking for a Human Resources Assistant to join the HR Department. This is an opportunity to join a small but mighty team where every role makes a meaningful impact.

The City of Milpitas is home to family-centered communities that embrace cultural diversity, quality schooling, and conveniently located neighborhood parks and shopping centers. Milpitas has an ethnically diverse array of retail and restaurants, and major regional retail destinations that attract shoppers from beyond the city. With over 40,800 jobs and 39,600 employed residents, Milpitas is a jobs rich community and is often called the “Crossroads of Silicon Valley”. Once a small agricultural town and later a stopover point for travelers between Oakland and San Jose, Milpitas has blossomed into one of the world’s premier computer and semiconductor producers.

To learn more, visit This Is Milpitas .

The Human Resources Assistant provides essential administrative support to the Human Resources Department and serves as a central hub for daily HR operations. Working under the direction of the Human Resources Director or designee, this position supports a broad range of HR functions. This position is also responsible for processing payments and coordinating departmental contracts. The Human Resources Assistant provides administrative support such as preparing correspondence, tracking documents, maintaining files, scheduling, and supporting HR workflows, ensuring the department operates efficiently. As a primary point of contact for employees and the public, this role plays a critical part in keeping the department connected while handling sensitive and confidential matters with professionalism, discretion, and care.

The ideal candidate is a resourceful and customer service-oriented professional who enjoys helping others and takes pride in being a reliable, critical member of a collaborative HR team. This individual is highly organized, attentive to detail, and able to manage multiple priorities in a fast-paced environment. A warm, customer-focused approach combined with sound judgment and a strong commitment to confidentiality is essential. The successful candidate communicates clearly, is comfortable working with HRIS systems and standard office software and is motivated to support departmental projects and continuous improvement efforts. Public-sector experience is preferred.

SUPERVISION RECEIVED AND EXERCISED

Receives supervision from a Human Resources Analyst I/II, Human Resources Manager, and/or the Human Resources Director.

For the complete job description, please visit: Human Resources Assistant

Examples of Duties

Duties may include, but are not limited to, the following:

• Provide customer service and respond to general inquiries regarding Human Resources operations from citizens, employees, and job applicants at the counter, on the telephone, and via e-mail.
• Establish, update, and maintain departmental records, files, and databases, while preserving confidentiality.
• Maintain personnel files, contract and vendor files, and assist with records management and retention.
• Type, proofread, and process a variety of documents including general correspondence, forms, memos, charts, and specialized documents drafts, notes, or brief instructions.
• Compile information and data for financial reports; check and tabulate data; prepare simple financial reports; and maintain a variety of financial records.
• Assist with the coordination of recruitments, including posting recruitment flyers, uploading job announcements on-line, entering applicant data into applicant tracking database, responding to questions about recruitment and testing processes, sending notices to candidates, scheduling written exams and oral board interviews, preparing oral board and other testing materials, and scheduling testing appointments.
• Maintain the Human Resources general voicemail, inboxes, and Outlook calendars, including the recruitment ew mail inbox.
• Open, sort, screen, and distribute Human Resources mail.
• Send standard correspondence to employees, including citywide memorandums and notices.
• Coordinate training for City staff, including scheduling training, preparing and distributing announcements, tracking attendance, and setting up training site with materials and refreshments when needed.
• Process benefit enrollments and changes in City's financial system and benefit vendor websites.
• Generate Personnel Action Forms (PAF) for standard Human Resources actions.
• Maintain departmental operating supplies and process purchase orders.
• Manage and reconcile invoices and ensure timely payments for services and goods related to the Human Resources Department.
• Process reimbursements for training.
• Maintain compliance posters in all areas posted within the City.
• Respond to requests for verification of employment.
• Assist with the coordination of Human Resources events.
• Perform other duties as assigned.

Typical Qualifications

EXPERIENCE AND EDUCATION

Experience:

• Eighteen (18) months of general office experience involving extensive customer service.

Education:

• Equivalent to the completion of the twelfth grade.
• Preferred, but not required: Completion of some college-level coursework or certification

Supplemental Information

Panel interviews are tentatively scheduled for the week of February 16, 2026

SELECTION PROCESS

The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the Supplemental Questionnaire. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews.

Please note : The examination process (including dates) may be changed as deemed necessary by the Human Resources Department. Meeting the minimum requirements listed in this job description does not guarantee advancement in subsequent phases of the selection process.

SPECIAL REQUIREMENTS
Essential duties require the following physical abilities and work environment:
Ability to work in a standard office environment; repetitive keyboarding; ability to sit for extended periods of time.

In compliance with the Americans with Disabilities Act, the City of Milpitas will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the Human Resources Department.

The City of Milpitas is an Equal Opportunity Employer.

RETIREMENT
Membership in CalPERS (2% at 60 or 2% at 62 with three year average salary). City of Milpitas employees do not participate in Social Security,but do contribute to Medicare.

MEDICAL INSURANCE
Choice of CalPERS Medical Plans. City pays coverage up to the Kaiser rate (currently $2,228.36/mo. for family). Employees who waive health coverage are eligible to receive $125 per month in lieu of medical plan coverage with proof of other coverage.

RETIREE MEDICAL
Employees are eligible upon CalPERS retirement from the City to receive up to 100% retiree medical coverage (currently based on the Kaiser health rate), based on years of service.

DENTAL & VISION
City provides full family coverage for Delta Dental and MES Vision at no cost to the employee.

LIFE INSURANCE
City provides $50,000 term policy. Supplemental employee-paid life insurance is available up to $500,000, based on carrier acceptance.

DISABILITY INSURANCE
City provides a Short-Term Disability plan similar to State Disability Insurance (SDI) coverage. Employees do not participate in SDI. Long-Term Disability coverage of 60% of base salary up to $1,500 per month is available after a 60-day waiting period. Additional buy-up options for LTD are available up to $6,000 per month.

DEFERRED COMPENSATION
City contributes $75 per month on the employee's behalf.

VACATION
Hourly employees earn 11-31 days of vacation and Exempt employees earn 16-36 days of vacation based on years of service.

HOLIDAYS
Employees receive 12 paid holidays and one (1) floating holiday per year.

SICK LEAVE
Employees earn 12 days annually.

TUITION REIMBURSEMENT
Employees are eligible to receive up to $2,000 per fiscal year in tuition reimbursement.

FITNESS PROGRAM
Employeesare offered free access to City-sponsored sports and fitness programs.

The City also offers a flexible spending benefits plan, employee assistance program, and other voluntary insurance. Contact Human Resources (HR) at 408-586-3090 or https://www.milpitas.gov/245/Benefits for more information on employee benefits.

Closing Date/Time: 1/27/2026 11:59 PM Pacific

• 

• City of Milpitas

• 408-586-3090

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