Marshall County Job Description

Personnel Assistant

 

Department:         Personnel Board                                                  Job Code 175

Reports To:           Personnel Administrator                                     DOT Reference:   209.362-026

Date:                      November 2007

FLSA:                    Non-Exempt

 

Summary

 

Performs a wide range of clerical and administrative tasks related to the operation of the office of the Marshall County Personnel Board.  Maintain and upgrade existing files and confidential personnel files, both computerized and manual.  Create new files as needed.  Prepare documents and correspondence, as directed.  Assist in the development and presentation of special programs such as safety awareness and performance evaluation.  Communicate with county employees and others, both in person and via telephone regarding personnel issues. 

 

Essential Job Functions

 

A.            Assist in the day-to-day operation of the office of the Personnel Board

                1.             Answer telephone and respond to inquiries or refer to proper person

2.             Greet visitors to office and respond to inquiries, provide assistance and applications, receive completed applications, etc.

3.             Update personnel records using electronic and manual systems

4.             Prepare and process files for newly hired employees, in accordance with established procedures

5.             Enter and retrieve data from computer system as needed for reference, reports, etc.

6.             Prepare notes, correspondence and reports as required for Board projects

7.             Assist in preparation and organization of information for use by Board members in making decisions and establishing policy

8.             Respond to requests from County Departments in accordance with established procedures

9.             Prepare official minutes of Board meetings for approval and filing

10.          Assist in preparation of monthly information packets for Board Members

 

B.            Assist with research, preparation, documentation, presentation and maintenance of instructional programs for county employees and employee groups

                1.             Conduct research and obtain data in order to develop training programs

2.             Assist in developing  a comprehensive safety program for county employees by obtaining information via various research methods

3.             Assist in maintaining, revising, and conducting training on employee evaluation system

4.             Assist in preparing, posting, and advertising announcements for job vacancies

 

C.            Communicate with employees and department heads, as needed

1.             Assist in providing information regarding issues before the Board related to laws and regulations, such as ADD, FMLA, EEOC, etc., or other governmental agencies

2.             Assist in providing information to appointing authorities and employees regarding laws, policies, etc.

3.             Maintain a complete listing of court house divisions, departments, and sections, and their locations in order to provide information to inquirers

 

D.            Assist in the preparation and maintenance of files, records, and documents needed in the operation of the department

                1.             Assist in the preparation of the department annual budget

                2.             Assist in monitoring of the expenses of the department

3.             Assist in the maintenance of all employee files, case histories, correspondence, reference material, and program updates

4.             Maintain office supplies in accordance with established procedures

 

 

 

Knowledge, Skills, and Abilities

 

1.             Knowledge of the principles of personnel/human resources management

2.             Knowledge of federal, state, and local laws including civil service law, rules and regulations governing personnel/human resources management

3.             Knowledge of modern office practices, procedures, systems and equipment including computers and software

4.             Knowledge of research techniques and report preparation

5.             Knowledge of departmental operation and organization

6.             Ability to communicate effectively, both orally and in writing

7.             Ability to collect and assimilate information and present it in a clear and logical format

8.             Ability to use a computer, software and the internet to gather data, prepare files, reports and records

9.             Ability to establish and maintain effective working relationships with officials, other employees, and the public

10.          Ability to maintain confidential records and information securely

11.          Ability to manage multiple priorities and multiple demands to accomplish tasks in accordance with established requirements

 

 

Minimum Qualifications

 

Associate Degree in Business administration, public administration, office management, or related field, plus 2 years of experience in human resources, using computer software for records and reports, or an equivalent combination of education and experience. 

 

 

 

This job description should not be interpreted as all inclusive.  It is intended to identify the major responsibilities and requirements of the job classification.  All incumbents may not perform all job duties listed, and some incumbents may perform some duties which are not listed, and incumbents ma be requested to perform job related responsibilities and tasks other than those stated in this description.