Class Code: AS111
FLSA Status: Non-exempt

Human Resources Clerk

Bargaining Unit: SEA

DEFINITION:

Under general supervision, a Human Resources Clerk performs clerical duties to support Human Resources (HR) Department functions and processes; assists higher level staff with administrative tasks related to recruitment, benefits, workers’ compensation, or other human resources functions; maintains detailed records of computerized and hard copy files; gathers and compiles data for statistical or financial reports; provides information to employees and the public as authorized; types, files, and performs general office work; and performs related work as required.

DISTINGUISHING CHARACTERISTICS:

Human Resources Clerk is a journey-level clerical class in the series.  An incumbent in this class performs clerical human resources support tasks of average difficulty that require some knowledge and application of HR policies, practices, and procedures. This class may be distinguished from the higher level class of Human Resources Specialist because an incumbent in the latter class performs advanced level clerical duties related to workers’ compensation administration and/or other specialized HR functions.   

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

  • Performs data entry to update and maintain the computerized METRO Human Resources Information System (HRIS); maintains information related to personnel actions such as change of status, hours worked, performance reviews, step advancements, and other human resources activities. 
  • Prepares employee identification cards; distributes bus passes and annual bus stickers; maintains related records and files. 
  • Receives and processes routine financial documents, including invoices and bills; prepares payment authorizations, requisitions, and check requests; maintains and orders supplies. 
  • Compiles and prepares data for statistical reports, including EEO and salary surveys. 
  • Schedules and coordinates interviews; prepares interview packets. 
  • Maintains and updates mailing lists. 
  • Composes and/or types various department memos, letters, reports, statistical data, and correspondence as directed. 
  • Performs telephone employment verifications. 
  • Maintains and updates personnel and/or benefit files by inserting and extracting information; handles confidential materials, records, files and other privileged information.
  • Answers telephones, greets visitors, and provides information to employees and the public. 
  • Operates standard office equipment; utilizes standard business computer software in performing job tasks.
  • May utilize specialized Santa Cruz METRO software.
  • Drive a Santa Cruz METRO vehicle to perform assignments.
  • Performs related work as required
  • May coordinate employee medical exams and assist with employee orientations. 
  • May verify applicant identity and employment eligibility by gathering and reviewing documentation.  

EMPLOYMENT STANDARDS:

Knowledge of:

  • Modern office practices, procedures and equipment.
  • Basic clerical processes pertaining to accounting, purchasing and data maintenance.
  • Basic methods of maintaining information in computerized or hard copy files.
  • Basic clerical methods of researching, gathering, organizing and reporting data.
  • Basic methods of prioritizing, planning and organizing work.
  • Basic time management techniques.
  • Basic clerical customer service techniques.
  • Basic mathematics, including percentages and basic statistics.
  • Telephone techniques and etiquette.
  • The effective use of modern office equipment, personal computers, and standard business software. 

Ability to:

  • Follow oral and written instructions accurately.
  • Maintain confidentiality of materials, records, files and other privileged information using tact and discretion.
  • Maintain detailed records and control systems with accuracy and attention to detail.
  • Input data into a computerized database.
  • Type finished copy from rough draft or machine transcription.
  • Adhere to established work schedules and timelines.
  • Maintain a calm demeanor in stressful situations.
  • Type at a corrected rate of 40 words per minute from clear copy.
  • Work independently using good judgment, tact, and discretion.
  • Balance multiple assignments simultaneously and effectively.
  • Utilize standard office equipment and computer software and learn to use specialized METRO software if assigned.
  • Communicate clearly and effectively in both oral and written form.
  • Establish and maintain effective working relationships within the department and with other divisions, departments, agencies, suppliers, vendors, and the public.

MINIMUM QUALIFICATIONS:

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

Education, Training, and Experience:

One (1) year of progressively responsible clerical experience requiring the operation of personal computers, database systems, typing and maintaining detailed recordkeeping systems.  

LICENSES AND CERTIFICATES:

A valid California Driver’s License will be required at the time of appointment and throughout employment.

Must be able to obtain and maintain a current, valid California Class “C” Driver’s License.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands 

While performing the duties of this job, the employee is frequently required to reach with hands and arms; walk, sit and stand; use finger dexterity; talk and hear, and use a keyboard.  Work often requires stooping at the waist and the repetitive use of both hands to grasp and feel objects and.  Work may require lifting up to 20 pounds unaided.   Specific visual abilities required for this job include close vision, distance vision, the ability to see colors and shades, and the ability to perceive depth. 

Mental Demands 

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; solves problems; uses math and mathematical reasoning; performs detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

Work Environment: 

The employee typically works in a standard office environment where the noise level is moderate.

OTHER CONDITIONS OF EMPLOYMENT:

  • Must pass requisite a background check.
  • Must maintain strict confidentiality of work-related information. 
  • May occasionally work extended hours or hours outside of the regular schedule.

*Adopted: 12-11-18

*BOD Approved: 08-23-19

*Revised: 00-00-00

*Job Family: Administrative Clerical

*Job Series: HR Clerical

*Job Series Level: Journey

*Confidential: Yes