Human Resources Specialist

Job Description:

Human Resources Specialist

Description

Description

If you are a human resources professional looking for a dynamic opportunity and are eager to t hrive in our fast-paced environment while managing diverse priorities, this is your chance! The City of San Clemente is looking for a highly organized and detail driven individual to assist our HR team. This benefited, part-time position has a flexible schedule with regular working hours of 20-24 per week and on occasion may go up to 30 hours per week.

NOTE : This recruitment will be open for two weeks or until we receive 50 applications, whichever comes first. Interested candidates are encouraged to apply as soon as possible. This recruitment is to fill one (1) current vacancy and establish an eligibility list .

Scheduled Salary Increases:

Effective July 2025 - 3.0%

Effective July 2026 - 3.0%

Effective July 2027 - 2.5%

Under direct supervision, to perform a variety of responsible technical and administrative work in support of the Human Resources Division functions; provide responsible administrative support to professional and management staff; maintain and update employment and personnel records using City’s Human Resources Information System; process records related to recruitment and selection, classification and compensation, employee insurance and benefit programs, and risk management programs; and respond to basic employee inquiries.

DISTINGUISHING CHARACTERISTICS

This is the entry level para-professional class in the human resources series and is distinguished by the lesser degree of independence exercised in the fulfillment of duties, and by the performance of more routine tasks and assignments. This classification is distinguished by access to labor relations information and other information related to employer-employee relations and confidential materials and/or information.

Essential Functions

Essential and other important functions may include, but are not limited to, the following:

• Provide responsible technical and administrative staff support with human resources and risk management functions.

• Assist with recruitment and selection activities including; composing job announcements; applicant review; preparation of examination materials; scheduling assessments or selection interviews; preparing job offers; and onboarding processes.

• Process applicant and new hire employment records, and required legal documents.

• Respond to survey requests from other agencies and coordinate survey requests originating from the Human Resources office, as directed.

• Review insurance certificates to ensure contract requirements have been met; input information into tracking system and monitor expiration dates of insurance coverage.

• Assist in coordination of annual open enrollment and health fair.

• Assist with general liability claims and other risk management programs as assigned.

• Process all Personnel Action Forms or other human resources transactional forms, including assigning the proper codes in the Human Resource records information system.

• Assist with registration requirements necessary for City-wide and/or specialized training courses.

• Compile employment orientation materials for managers and employees; maintain inventory of benefit forms and supplies; conduct new employee orientations as directed.

• Assist in the processing of Workers’ Compensation claims and incident reports.

• Maintain and update personnel files; scan records; disseminate requests for employment records. Maintain subject files and reorganize as needed; arrange for shredding of documents as required.

• Obtain and forward job descriptions; incorporate changes in class specifications and listings, as directed.

• Answer basic questions related to employment practices and procedures.

• Prepare division invoices for payment; resolve billing discrepancies; update and distribute bid specification packages; and maintain contract files.

• Purchase and maintain inventory of division office supplies, publications, and equipment; prepare other divisional purchase orders and warrants.

• Maintain division calendar; schedule and coordinate meetings, meeting rooms, and interviews or other assessment processes.

• Sort, distribute, and prepare incoming and outgoing mail for the Human Resources Division.

• Coordinate logistics and assist with other Human Resources related functions and programs.

• Perform related work as required.

Typical Qualifications

Knowledge of:

Basic terminology, methods, techniques, and practices of personnel administration and human resources.

Applicable federal and state employment laws, rules and regulations.

Personnel and human resources policies, rules, and procedures, as well as employee benefits.

Recruitment methods and techniques.

Current computer software programs, including word processing, spreadsheets, presentations, databases, record-keeping systems, tracking systems, electronic email, and internet.

Insurance requirements and endorsement certificates.

City-wide job classifications and pertinent employee management system codes.

Modern office practices, procedures and methods.

Basic business letter writing and basic report preparation techniques.

Administrative policies, division procedures, and contract requirements.

Basic purchasing, fiscal, office supply inventory, filing, and record keeping procedures.


Ability to:

Read, learn, understand, interpret and apply rules, regulations, laws and ordinances.

Communicate effectively, verbally and in writing.

Prepare correspondence and electronic mail messages.

Collect, organize, and tabulate data and information.

Establish and maintain cooperative working relationships with management, staff, and members of the general public.

Prepare and maintain accurate and complete records and reports.

Follow verbal and written instructions and directions.

Organize, coordinate, and complete tasks to meet scheduled deadlines.

Multi-task and complete assignments in an effective and timely manner, while working in a setting with shifting priorities and frequent interruptions.

Compile and maintain files in an accurate and timely manner.

Maintain the confidentiality of information, records, and reports.

Experience and Education/Training Guidelines:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Two years of administrative support experience including one year in support of human resources or risk management with an agency, company, or organization.

Education/Training:

Equivalent to a high school diploma.

Licenses or Certificates:

Possession of a valid California Class C Driver License is required at the time of appointment.

WORKING CONDITIONS

Work Environment :

The work environment primarily takes place indoors within an office setting. Traveling from site-to-site takes place on an occasional basis.

Physical Requirements

• Work requires extensive sitting for prolonged periods of time at a computer; and some standing and walking.
• Moderate lifting, carrying, pushing, and/or pulling of boxes and files weighing up to 25 pounds.
• Stooping, kneeling, crouching, and/or crawling to access files.
• Manual dexterity to operate a computer keyboard and other office equipment, handle files and documents.
• Hearing and speaking to exchange information in person or on the telephone.
• Visual acuity to see/read documents and computer screen.

Supplemental Information

APPLICATION AND SELECTION PROCEDURE

All applicants must submit a completed City of San Clemente application form and supplemental questionnaire in order to be considered. Applications will not be accepted by fax or email.

Applications must be submitted via the City's web site at http://san-clemente.org/jobs . All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the position may consist of any combination of written, performance, or oral exams to evaluate the applicant's skill, training, and experience.

Prior to employment, the prospective candidate must successfully complete a background review, medical examination, including drug screen, and be fingerprinted, all at City expense. If selected, written identification showing entitlement to legally work in the United States will be required.

EQUAL OPPORTUNITY EMPLOYER

Employment decisions are made without regard to race, color, religion, national origin, ancestry, physical or mental disability, medical condition, marital status, sex, sexual orientation, pregnancy, childbirth, or related medical conditions, gender, gender identity, gender expression, genetic information, or age.

In accordance with the ADA, candidates that require accommodation to perform the tasks of this position should contact Human Resources to inform them of the accommodation requested.

NOTE: The provisions of this bulletin do not constitute an express or implied contract and any provisions contained herein may be modified or revoked without notice.

The City of San Clemente provides excellent benefits which include:

FLEXIBLE WORK SCHEDULE -Most positionswork a 9/80 work schedule.

HOLIDAYS - The City presently recognizes 12 regular holidays, plustwo floating holidays.

VACATION - Employees accumulate vacation at the rate of 104 hours per year increasing to a maximum of 176 hours based on years of service.

SICK LEAVE - Accrual of 8 hours per month.

INSURANCE - The City provides a comprehensive benefit package including employee medical, dental, vision.

LIFE INSURANCE - Value equal to two times annual earnings up to a maximum of $100,000.

DEFERRED COMPENSATION - Employees may elect to enroll in a voluntary plan and defer up to the IRS permitted annual maximum. Employees may defer up to a maximum of $23,500 annually in 2025. Individuals aged 50 and older can contribute up to $7,500 in catch-up contributions to these plans.

FLEXIBLE SPENDING ACCOUNT - Employees may participate in either or both of the Health Care or Dependent Care programs.

EMPLOYEE ASSISTANCE PROGRAM - The City offers full-time employees and their dependents an EAP program which provides a variety of professional services.

ON-SITE FITNESS CENTER -The City provides a no fee on-sitefitness center with state of the art equipment located in City Hall.

RETIREMENT - The City of San Clemente is a member of the California Public Employees' Retirement System (CalPERS), and is subject to the Public Employees' Pension Reform Act (PEPRA). The retirement formula for new employees is based on the category below that the new employee falls under. Employee contribution rates will be determined by the employee's classification and requirements under PEPRA.
NOTE: The City is also a member of the Social Security system. As such, Full Time employees make contributions to Social Security in addition to their CalPERS contributions.

Classic Member:

Retirement Formula: 2% @ 55

Definition:

CalPERS refers to all members that do not fit within the PEPRA definition of a "new member" as "classic members" who are subject to the Public Employees' Retirement Law (PERL). PEPRA allows a member after January 1, 2013, to retain his/her classic member retirement benefit status if the member continues his/her membership in all previous California Public Retirement System(s) by leaving his/her service credit and contributions (if any) on deposit, and the member enters into employment that results in CalPERS membership within six months of separating from the most recent California Public Retirement System. Classic member status also requires the membership date to be on or before December 31, 2012, in a California Public Retirement System in which reciprocity is established.

New Member:

Retirement Formula: 2% @ 62

Definition: A new member is defined in PEPRA as any of the following:

• A new hire who is brought into CalPERS membership for the first time on or after January 1, 2013, who has no prior membership in any California Public Retirement System.
• A new hire who is brought into CalPERS membership for the first time on or after January 1, 2013, who has a break in service of greater than six months with another California Public Retirement System that is subject to Reciprocity.
• A member who first established CalPERS membership prior to January 1, 2013, who is rehired by a different CalPERS employer after a break in service of greater than six months.

Closing Date/Time: 6/16/2025 11:59 PM Pacific

Salary:

$34.93 - $42.45 Hourly